Carroll University
Administrative Assistant for Facilities
Job Location
Waukesha, WI, United States
Job Description
Description
Description:
At Carroll University, we are committed to identifying and employing strategies to support our goal to be and remain a socially just organization. Rooted in the Presbyterian (U.S.A.) heritage, we respect all aspects of diversity, embrace the practice of equity, expect inclusion, and embrace belonging throughout our community. Therefore, we seek applicants who can demonstrate their understanding of justice and who can inspire our increasingly diverse student population.
Administrative:
• Provide administrative support to the facilities director, assistant director and managers
• Coordinate the customer service inquiries and requests for service
• Maintain a good working relationship with internal and external campus partners
• Answer incoming calls and schedules appointments and meetings for the director and assistant
• Assist the management in the development and scheduling of staff development and training
• Develop weekly departmental agendas, documents and distributes meeting minutes for both the facilities management team and the weekly auxiliary services meetings
• Work with the human resources department to facilitate communication for department staff regarding policies and procedures
• Supervise, schedule and train student workers for facilities office
• Reconcile and process PNC credit card statements with receipts and substantiation forms
• Oversee onboarding/offboarding office needs by submitting work orders and providing timely updates to managers
• Coordinate weekly invoicing for manager approval and senior management sign off prior to submittal to the accounting office for processing
• Maintain department employee data base/update department phone roster
• Work with business office to resolve billing/payment discrepancies
• Assist the director and assistant in preparation of materials for presentations
• Develop and maintain the facilities department portal page
• Trouble shoot minor malfunctions with fax, copier, computers, and printers. Replace consumables.
• Acquisition of departmental supplies and equipment
• Perform other duties as assigned
Asset Essentials Work Order Duties:
• Assign and instruct new staff on operating procedures for Asset Essentials software and aids existing staff on software concerns
• Review work order requests on a daily basis; approves and distribute to the department manager for assignment
• Administer access control and provides direction to the faculty, staff and students to the work order system as needed
• Serve as the customer service representative for end user inquiries on work order status
• Monitor work order status and provides managers strategic information regarding status
• Foster and coordinate weekly meetings between representatives of facilities, auxiliary services and housing staff to provide walkthroughs to ensure appropriate care and maintenance.
• Coordinate with Asset Essentials and the Carroll staff for the facilities software requirements
Qualifications:
Education:
• High School Diploma required
• Bachelor's degree preferred
• Minimum of three years' administrative experience
• Experience in Word, Excel, and PowerPoint
Human Relation Skills:
• Ability to establish and maintain effective working relationships with diverse constituencies
• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.
• Strong written and communication skills
• Ability to multitask and set priorities
• Candidates must be willing and able to support and advance the University mission and ethos.
Requirements
Please submit a cover letter and resume for this position along with this electronic application.
Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission.
Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff.
The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential.
Location: Waukesha, WI, US
Posted Date: 11/23/2024
Description:
At Carroll University, we are committed to identifying and employing strategies to support our goal to be and remain a socially just organization. Rooted in the Presbyterian (U.S.A.) heritage, we respect all aspects of diversity, embrace the practice of equity, expect inclusion, and embrace belonging throughout our community. Therefore, we seek applicants who can demonstrate their understanding of justice and who can inspire our increasingly diverse student population.
Administrative:
• Provide administrative support to the facilities director, assistant director and managers
• Coordinate the customer service inquiries and requests for service
• Maintain a good working relationship with internal and external campus partners
• Answer incoming calls and schedules appointments and meetings for the director and assistant
• Assist the management in the development and scheduling of staff development and training
• Develop weekly departmental agendas, documents and distributes meeting minutes for both the facilities management team and the weekly auxiliary services meetings
• Work with the human resources department to facilitate communication for department staff regarding policies and procedures
• Supervise, schedule and train student workers for facilities office
• Reconcile and process PNC credit card statements with receipts and substantiation forms
• Oversee onboarding/offboarding office needs by submitting work orders and providing timely updates to managers
• Coordinate weekly invoicing for manager approval and senior management sign off prior to submittal to the accounting office for processing
• Maintain department employee data base/update department phone roster
• Work with business office to resolve billing/payment discrepancies
• Assist the director and assistant in preparation of materials for presentations
• Develop and maintain the facilities department portal page
• Trouble shoot minor malfunctions with fax, copier, computers, and printers. Replace consumables.
• Acquisition of departmental supplies and equipment
• Perform other duties as assigned
Asset Essentials Work Order Duties:
• Assign and instruct new staff on operating procedures for Asset Essentials software and aids existing staff on software concerns
• Review work order requests on a daily basis; approves and distribute to the department manager for assignment
• Administer access control and provides direction to the faculty, staff and students to the work order system as needed
• Serve as the customer service representative for end user inquiries on work order status
• Monitor work order status and provides managers strategic information regarding status
• Foster and coordinate weekly meetings between representatives of facilities, auxiliary services and housing staff to provide walkthroughs to ensure appropriate care and maintenance.
• Coordinate with Asset Essentials and the Carroll staff for the facilities software requirements
Qualifications:
Education:
• High School Diploma required
• Bachelor's degree preferred
• Minimum of three years' administrative experience
• Experience in Word, Excel, and PowerPoint
Human Relation Skills:
• Ability to establish and maintain effective working relationships with diverse constituencies
• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.
• Strong written and communication skills
• Ability to multitask and set priorities
• Candidates must be willing and able to support and advance the University mission and ethos.
Requirements
Please submit a cover letter and resume for this position along with this electronic application.
Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission.
Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff.
The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential.
Location: Waukesha, WI, US
Posted Date: 11/23/2024
Contact Information
| Contact | Human Resources Carroll University |
|---|