Administrative Assistant for Facilities

Job description

Administrative Assistant for Facilities, GWC (Williams Bay, WI)

Aurora University is an independent, comprehensive institution founded in 1893 offering bachelor's, master's, and doctoral degrees. Our two campuses are located in Aurora, Illinois and on the shores of Geneva Lake in Wisconsin. Additionally, we have an Educational Center in Woodstock, Illinois. We seek people passionately involved in the educational process who will help us realize our vision.

Position Purpose: Under the direct supervision of the Facilities Director and Vice President for Operations, the Administrative Assistant for Facilities provides administrative, clerical and project support to the Facilities and Grounds departments at George Williams College, Williams Bay, WI. The Administrative Assistant will be responsible for ensuring efficient and smooth operations.

Core Competencies:

  1. Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.
  2. Upholds the Mission Statement: Aurora University an inclusive community dedicated to the transformative power of learning.
  3. Handle confidential information with tact and discretion.
  4. Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned.

Essential Job Functions:

  1. Prepares, proofs and edits documents, correspondence, spreadsheets, work orders and reports as directed ensuring accuracy and meeting all established deadlines.
  2. Answers and directs phone calls, takes messages, and fields/answers all routine and non-routine questions.
  3. Serves as office manager to include responsibility for office supplies, secure maintenance of office equipment, establishes and maintains filing system, sort and direct mail and maintain an accurate calendar. Provides high quality customer service using professionalism, confidentiality and good judgement required.
  4. Prepare and process monthly expense reports.
  5. Monitors purchase agreements, contracts, multiple accounts and perform other basic accounting tasks ensuring accuracy and meeting all established deadlines.
  6. Manages the key control system which includes maintaining the key log system and key cabinet.
  7. Liaison for outside vendors, ordering and deliveries.
  8. Research parts and recommend options for purchasing needs.
  9. Updates and maintains list of facilities equipment, including life-cycle and replacement costs.
  10. Maintains inventory of tools, supplies and equipment, recommend tools supplies and equipment for purchase.
  11. Complies with all university, safety and risk management policies and procedures.
  12. Reports all accidents and injuries in a timely manner.
  13. Participates in regular safety meetings, safety training and hazard assessments.
  14. Applies all applicable OSHA and related local safety requirements to all assigned work.
  15. Performs all work in accordance with established safety procedures.
  16. Attends training programs (classroom and virtual) as designated.
  17. Maintains clean and orderly conditions in all working areas for purpose of observing all safety practices and regulations.
  18. Prepares written materials (e.g. repair status, activity logs, recommendations, etc.) for the purpose of documenting activities and/or conveying information.

Essential Job Requirements:


  • Minimum of two years of college or business school or any combination of education, training and experience that provides the knowledge, skills and abilities required for this position.


  • Minimum of five years of administrative experience with increasing responsibility.


  • Advanced computer skills, including proficiency in MS Office products.
  • Proficiency in business writing and oral communication using correct grammar.
  • Proficient and accurate typing skills.
  • Strategic thinking and orientation with the ability to identify and to solve problems.
  • The ability to deal with multiple projects and priorities simultaneously and the flexibility to deal with changing needs.
  • Demonstrated ability to set and achieve or exceed goals and the ability to consistently meet deadlines.
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituents; the ability to develop and maintain strong relationships with internal and external audiences.
  • Customer-service focused.
  • Ability to maintain a positive attitude
  • Excellent oral and written communication skills.
  • Knowledge and proficiency with all OSHA and local requirements related to all assigned work.
  • The ability to work independently and as a member of the George Williams College team.
  • Strong enthusiasm, motivation and drive.

Special Requirements:

  • Willingness to work evenings and weekends for University sanctioned events.

Physical Requirements:

  • Ability to bend, stoop, reach, stand, move from one area of the building to another on a regular basis, sit and use a computer for a long period of time.
  • Manual and physical dexterity needed to operate a computer keyboard and handle paper documents.
  • Adequate hearing and verbal abilities to communicate effectively in person and by telephone.
  • Ability to lift and carry items weighing up to 25 pounds.
  • Must maneuver around campus and the hilly terrain with ease.

Benefit-eligible positions offer excellent benefits including health, dental, life, vision, long term disability, a 403(b) retirement plan through TIAA, and tuition remission. Please send resume with cover letter and contact information for three references including name, telephone and email address.

Apply to:

Aurora University
Human Resources
347 South Gladstone Ave
Aurora, IL 60506
630-844-5650 - fax
[email protected] - email

Aurora University is an Equal Opportunity Employer.





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Job No:
Posted: 12/6/2018
Application Due: 12/30/2018
Work Type: