Facilities Admin Assistant

Presentation College
Aberdeen, SD, US

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Facilities Management & Sustainability

Job Details

General Purpose


Performs administrative, clerical, and record-keeping duties in support of the operation of the Department of Facilities Management.  Also tasked with duties related to the day-to-day operations of the department including but not restricted to the flow of scheduled and corrective maintenance, the assignment of tasks to student employees, and the general gathering and sharing of information related to the maintenance, grounds keeping, and housekeeping functions of the department.

Key Tasks and Responsibilities


  1. Log all maintenance slips received and, working with supervisor, assign to convent maintenance staff, college staff or contact outside contractors.
  2. Review monthly billing from convent and compare to tracking log of maintenance slips assigned to convent staff for reasonableness.
  3. Maintain schedules of daily and weekly recurring cleaning and maintenance for housekeeping and facilities staff.
  4. Maintain calendar of annual recurring maintenance such as dome setup and take-down, floor refinishing/waxing, window cleaning, etc.
  5. Maintain calendar of all capital projects.
  6. Ensure Plant portion on the College Master Calendar is current.
  7. Send appropriate notifications to all faculty, staff, and students for special projects such as painting, floor waxing, etc.
  8. Assist with telephone calls/messages, scheduling appointments, mail/emails, correspondence, copying, faxing and filing.
  9. Set up and coordinate weekly internal Facilities Committee meetings; compile, transcribe and distribute minutes of departmental meetings.
  10. Setup and coordinate quarterly Board of Trustees Facilities Committee meetings (meeting with committee chair, notifications, agendas, take minutes, room reservations, and refreshments as applicable); compile, transcribe and submit to Vice President for Finance for review.
  11. Review and process Purchase Approval, Purchase Requisitions, TE’s and TA’s for Plant Department.
  12. Manage college vehicle reservations/keys in conjunction with approved TA forms.
  13. Prepare Department of Transportation quarterly bus reports with information received from athletic department for review and submission by Senior Accountant.
  14. Manage Housekeeping and Facilities Workstudy students’ hiring paperwork and monthly timecards.
  15. Assist in cleaning facilities when needed.
  16. Other duties as assigned.

Education and Training


Two year degree or equivalent work experience required.

Knowledge and Experience


Position requires previous secretarial and office manager experience which will prepare her/him for the position; the ability to prioritize; in-depth knowledge or           word processing, database/spreadsheets and high level computer skills; excellent verbal and written communication skills; positive proactive attitude; ability to manage multiple tasks; an eye for detail.

Working Conditions


  • Normal temperature working environment. 
  • Moderate to little amount of noise in the work environment. 
  • Friendly, teamwork type of work environment.   
  • Normal amount of overtime and extended work hours required.
  • College Mission, Vision & Values


    As part of the Presentation College Learning Community, you will be expected to play a role in supporting the legacy of the Presentation Sisters, in promoting the Mission, living the Core Values, and furthering the Vision


    Making the world a better place!

    Learning… For a Better World

    Using knowledge to improve lives and make our communities a better place is the very heart of what we do at Presentation College. Here, service learning isn’t an add-on or an afterthought. It’s the very foundation of who we are and what our education stands for.

    Because, quite simply, that’s what the world needs.


    Our Catholic Tradition

    Our deep Catholic roots guide us in the way we approach learning and living. A core mission of our founders is a sincere commitment to social justice and human dignity, and that commitment is brought to life every day through our efforts to help individuals, families, and communities in need.


    Our Service Curriculum

    In order to fulfill graduation requirements, students complete at least two service learning projects. You’ll have the flexibility to choose from a broad range of service learning programs and opportunities, and you’ll enhance the experience through reflections and journaling.


    Our Boundless Enthusiasm

    From building homes through Habitat for Humanity, to “Shop with the Saints” for families in need, to packing lunches at the local food bank, to hosting community meals and health clinics, to countless other service activities, there’s no limit to our enthusiasm for service. That’s why 97 percent of students say they’re satisfied with service learning at Presentation.

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