Administrative Assistant II

La Verne
Sep 15, 2017
Institution Type
Four-Year Institution

University of La Verne

Administrative Assistant II

Job Description Summary:
The Administrative Assistant II supports the general operations, functions, and projects of Capital Planning, Facilities & Space Management, part of the Division of Facility and Technology Services at the University of La Verne. The Administrative Assistant II authors check requests, purchase orders and contracts, coordinates budgets, processes and tracks facilities and capital projects,bond reports, maintains files, updates records, facilitates/manages departmental databases, schedules meetings, coordinates work with vendors, manages supplies/resources, coordinates travel, and performs other routine administrative functions. The Administrative Assistant II interfaces with multiple internal and external customers, vendors, and offices both inside and outside the University and assists in all administrative functions enhancing departmental and divisional effectiveness and efficiency all while providing outstanding customer service.

Specific Duties:

Administrative Functions: Coordinate meetings, answers phones, acts as liaison to staff, faculty and students; facilitates departmental vacation and sick record processing; coordinates travel; orders and maintains supplies; copies, scans, and performs routine office duties; supervises student assistants (2)
Business/Finance Operations: Tracks capital planning, facilites and space management budgets, processes purchase requisitions/orders, expenditures and payments. Prepares and secures conpetitive quotations for goods and services as directed. Coordinates purchases of equipment and supplies for departments as directed. Coordinates client invoicing where appropriate/coordinates deposits/fees/billing (internal campus and external clients) from departmental duties. Prepares and finalizes end-of-year budget reporting and opens new fiscal year accounting annually. Facilitates University Master Vendor and Service agreements, insurance documentation and task/change orders as assigned

Project Archiving & Database Management: Assists in the maintenance of capital planning, facilities & space management databases which include records of University facilities and capital projects, deferred maintenance, technology, renderings, campus maps, submittals, equipment lists and other planning documentation. Maintains these records and systems ensuring easy access and retrieval for department.
Marketing: Coordinate department websites; assist in development of departmental newsletters and publications about facilities management and capital planning initiatives.

Assessment/Reporting: Coordinates facilities management, capital planning & central services assessment efforts as directed, tracks feedback and write reports

Other duties as assigned

Minimum Qualifications:

AA Degree

Three years of Budgeting/Finance/Accounting knowledge and skills
Two years of Database Management

One year of Construction and Facilities Management Experience

Preferred Qualifications:
Experience working in project management Experience working in higher education

Location: La Verne Central Campus

Special Instructions: Please provide: Completed Application Resume Three Letters of Recommendations
To be considered for this position please visit our web site and apply on line at the following link:

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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