Staff - Administrative Assistant - Facilities Management
- Employer
- Susquehanna University
- Location
- Selinsgrove
View more
- Administrative Jobs
- Academic Affairs, International Programs, Institutional & Business Affairs, Clerical & Administrative Support, Facilities Management & Sustainability
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Staff - Administrative Assistant - Facilities Management
About Susquehanna:
Susquehanna University is the future-ready institution for today, invested in cultivating intellectual grounding, active learning and global citizenship for all students. Renowned as one of the finest U.S. national liberal arts colleges, Susquehanna inspires and challenges 2,200 enterprising, bright-minded students studying the arts, business, humanities and sciences. Our students seize opportunities through exceptional worldwide internships, expert-guided research and an acclaimed study-abroad program, leading to a transformative education that empowers each graduate to realize their unique potential and lead a successful and meaningful life.
The Susquehanna River Valley with its fresh air and overall pleasant year-round climate, provides four distinct seasons amidst a backdrop of vibrant autumn foliage, occasional winter snowfalls, flower-filled springs and warm summer evenings illuminated by fireflies. Nearby outdoor recreational areas for hiking, kayaking, fishing and skiing — and the bustling cultural and commerce hubs of New York City, Washington D.C., Baltimore and Philadelphia within a three-hour drive — present abundant opportunities for learning and discovery.
Position Summary:
Job Summary Provide clerical and administrative support for the Facilities Management office, greet visitors, and handle telephone calls and requests from vendors, staff, faculty and students. This position is defined as a non-exempt position under FLSA regulations. Specific Responsibilities
- Provide support to all Facilities Management staff. Responsible for routine office duties, incoming and outgoing mail, updating physical announcement information, and ordering office supplies. Categorizes and assigns submitted work requests through the telephone and the online database TeamDynamix from students, staff, and faculty to appropriate craft in the department. Files copies and then records completed work orders when returned to use for monthly journal entries.
- Processes and records information for monthly journal entries and distributions and keeps files on monthly statements and bills for all University properties.
- Records damage charges from work requests and sends to Student Life Office.
- Works closely with Central Receiving in handling receiving slips and matching slips to bills and statements for prompt payment. Records information received to distribute the expenses per craft/building/department and prepare monthly journal entries.
- Matches receiving slips/packing lists to invoices, accepts purchase orders (when applicable), codes all utility bills, invoices, and sends for approval promptly to submit to accounts payable in the Finance Office.
- Keeps time records of all Facilities Management employees.
- Orders supplies from vendors as needed. Issues, enters, and maintains a log of purchase orders.
- Keeps schedule for fleet vehicles and charges mileage to appropriate accounts for monthly journal vouchers. Maintains, updates, and pays for vehicle registration renewals online for fleet vehicles.
- Schedules, records hours and approves timesheets for student workers.
- Keeps record of work-related injuries for Facilities Management employees and reports workers compensation claims to insurance company. Summarizes and records accidents for first notification and then reports it to HR.
- Maintains a safe, healthy and environmentally sound workplace demonstrated by following good housekeeping practices, notifying supervisors of potential hazards, adhering to OSHA standards and other safe practice procedures, and being an example for other staff regarding safe equipment use.
- Contributes to the overall success of Facilities Management and the University by performing other duties and responsibilities as needed.
- Pays vendors online when option is available without any additional credit card fees or surcharges.
Knowledge, Skills, Abilities Knowledge and ability to properly use general office equipment. Skilled at using Microsoft Office including Word, Excel and Outlook. Ability to learn and correctly use other software such as TeamDynamix, Kronos, Docu-Sign, and MyNest.
Required Qualifications:
Education High school diploma or equivalent is required. Experience 2-3 years of administrative office experience required. Additional Requirements valid Driver’s license, for golf-cart certification through SU Risk Management. Physical Demand Position requires the ability to stand or sit for extended periods of time. Position requires the ability to move about the campus. Position requires the ability to talk and to hear instruction. Position requires occasional manual dexterity and the ability to use fingers, hands, and arms to feel, handle, and reach. Position requires occasional stooping, crouching and bending. Position requires the ability to occasionally lift up to 25 pounds. Working conditions are indoor.
Preferred Qualifications:
Special Instructions to the Applicant:
Benefits Eligible: Yes
Number of Months: 12 months
Other Number of Months:
Full-Time/Part-Time: Full Time
Work Schedule/Hours per Week:
Posting Date:
Closing Date:
Open Until Filled: No
Anticipated Start Date:
Posting Number: AH01067
To apply, visit https://jobs.susqu.edu/postings/3607
Organization
Susquehanna University is a national liberal arts college committed to excellence in educating undergraduate students for productive, creative and reflective lives of achievement, leadership and service in a diverse and interconnected world. Academic excellence, study away and service learning, student-faculty collaboration, and rich opportunities for creative and personal growth are hallmarks of a Susquehanna University education. About 2,200 undergraduates come from 32 states and 15 countries.
The university is located in Selinsgrove, Pa., a town of about 5,000 situated on the banks of the Susquehanna River, 50 miles north of the state capital, Harrisburg. The campus is about 90 minutes from the Pocono Mountain recreational areas, and about a three-hour drive from New York City, Philadelphia, Baltimore and Washington, D.C.
Founded in 1858 by Lutherans, Susquehanna University welcomes individuals of all backgrounds and beliefs. It is a community that expresses its Lutheran heritage through the free and open exploration of ideas, commitment to service and development of individual talents.
Students may enroll in one of two schools: the School of Arts and Sciences or the Sigmund Weis School of Business. A Susquehanna education is distinguished by a strong liberal arts program enhanced by equally strong professional programs in areas such as business, education and communications. Degrees are offered for the Bachelor of Arts, Bachelor of Music and Bachelor of Science.
Susquehanna University is recognized in several guidebooks to selective colleges, including The Fiske Guide to Colleges and Peterson's Competitive Colleges. U.S. News & World Report’s America's Best Colleges includes Susquehanna among National Liberal Arts Colleges. Susquehanna is small enough to be academically flexible, yet large enough to offer a wide variety of choices—more than 50 major emphases, 45 minors and 850 courses. Susquehanna offers a challenging Honors Program for exceptional students and emphasizes experience-based learning, including internships, study-abroad semesters and award-winning community service programs.
Small classes and a student-faculty ratio of about 13 to 1 offer students personal attention and challenging opportunities. Student participation and team learning are encouraged, as is faculty-student research that exposes students to current, practical applications in their field of study. Students are offered extensive opportunities for involvement and leadership in university life. They can choose from more than 100 student organizations, 23 intercollegiate sports, numerous intramural and club sports and a full schedule of lectures, concerts, films, plays and social events.
Susquehanna's strong academic and career advising programs have led to strong post-graduation success. Typically, 94 percent of the graduating class is working full time or enrolled in graduate or professional school within six months.
Diversity Profile: Susquehanna University
Diversity Matters at Susquehanna. Through our commitment to academic excellence, in which diversity is a core element, we affirm the dignity and worth of all persons and strive to ensure that all in our community feel supported in their differences. Current and emerging research underscore the positive educational benefits that manifest in a diverse living and learning community.
As an institution of higher learning, we understand that we will be judged increasingly by how well we prepare our students to succeed in a smaller, flatter and increasingly diverse world. We intentionally seek to create opportunities for understanding the ways that power and privilege influence individual and collective behavior and systems, and to use that knowledge to guide us productively inside the classroom and beyond.
Affirmative Action - Susquehanna University is committed to making every effort to enhance the diversity of our community – students, faculty, and staff. The hiring process is important to achieving our strategic goals to recruit and retain staff from diverse backgrounds. Through the affirmative action process, we work together to ensure a diverse community while remaining diligent in our commitment to selecting the most qualified candidate for open positions.
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Diversity Matters at Susquehanna. Through our commitment to academic excellence, in which diversity is a core element, we affirm the dignity and worth of all persons and strive to ensure that all in our community feel supported in their differences. Current and emerging research underscore the positive educational benefits that manifest in a diverse living and learning community.
As an institution of higher learning, we understand that we will be judged increasingly by how well we prepare our students to succeed in a smaller, flatter and increasingly diverse world. We intentionally seek to create opportunities for understanding the ways that power and privilege influence individual and collective behavior and systems, and to use that knowledge to guide us productively inside the classroom and beyond.
In the classroom, on the campus and beyond
We use experiential learning to engage students in a multicultural education that prepares them for life in a diverse and interconnected world. Our new Central Curriculum, taught by a diverse faculty with different viewpoints and experiences, challenges students in their ways of perceiving and knowing the world. The unique Global Opportunities (GO) requirement prompts students to experience ways of knowing and being that are unfamiliar, and to reflect on those experiences. In the process, we expect that all students will examine their world view and how it is constructed.
A diverse and vibrant campus community fosters relationships marked by mutual curiosity and respect. Students, faculty and staff are supported in these relationships by the Chief Diversity Officer, Center for Diversity and Social Justice, Center for Civic Engagement, Office of Residence Life, and the Bias Response and Education Team.
The university also understands its physical and emotional connection to residents of the Susquehanna River Valley. Arts and educational events open to the community create possibilities for healthy dialogue regarding difference. Relationships built through interaction and dialogue with the greater Selinsgrove community serve to broaden and enhance the community in which we live and learn.
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