Administrative Assistant, Facilities
Support StaffPosition Title:
Administrative Assistant, FacilitiesFull Time/Part Time:
Finance and AdministrationDepartment:
Facilities DepartmentDepartment Statement:
The Facilities Department provides the physical environment, utilities, and facilities support services necessary to promote the educational and research activities of the university. To ensure quality service to our community, we provide strong coordination and communications between multi-functional groups and our customers, with a customer-oriented approach.
The administrative assistant has primary responsibility for managing a high volume of calls and emails for service requests, triage and dispatch for handling. Manages van reservations, inventory and billing. Organizes and prepares time sheets for facilities employees for submission to payroll.Accountabilities:
The Facilities Department is searching for a candidate to join the team who is a visionary, encompasses change, and is self-motivating. We seek a person who fosters and builds strong working relationships within the Facilities Department and with campus partners, to improve our customer satisfaction driven culture.
Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.Name:
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.Name:
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.Name:
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.Name:
Technical Data SystemsDescription:
Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.Name:
Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.Name:
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.Name:
As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.Name:
Personal Accountability for ResultsDescription:
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.Name:
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.Name:
Problem Solving and Decision MakingDescription:
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.Name:
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.Name:
Leadership and TeamworkDescription:
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.Name:
Creativity and InnovationDescription:
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.Name:
Diversity and InclusionDescription:
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.Name:
Understands the impact of decision-making and personal behavior in achieving the university’s commitment to a sustainable and carbon neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.Professional Experience/ Qualifications:
- Demonstrated ability to effectively and efficiently use computers and relevant software applications, such as E-Mail, Google Drive, Word, and Excel required.
- An aptitude to learn new computer programs/platforms as needed and the ability to analyze data received from various data sources is required.
- Excellent proofreading, grammar and spelling skills are essential.
- Ability to work in a fast paced environment.
- Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.
- Candidates must have a demonstrated ability to manage detailed, confidential, and sensitive information.
- The ability to work highly independently is essential.
- The ability to maintain composure under pressure or in stressful situations.
- Previous experience in an academic setting preferred.
- Knowledge of Banner or other similar facilities management software desired.
Associate’s Degree or combination of education and experience from which comparable skills have been obtained.Other Information:
Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.
Please describe how you would connect and work with a diverse community.
You can upload the statement under the Diversity Statement document heading.Requisition Number:
Weekdays, with occasional weekends that support annual university events.Job Open Date:
06/02/2021Open Until Filled:
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.Clery Act:
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at [email protected]. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.