Administrative Assistant to the Associate Vice President - (Facilities & Construction)

About the position

This position performs a variety of complex administrative tasks in support of the Associate Vice President (AVP) Facilities & Construction, and four subordinate Executive Directors. It is responsible for the daily office operational services and coordination of all administrative activities of the Facilities & Construction Unit.

Responsibilities

• Provides administrative assistance, scheduling meetings and calendars, daily office coordination and preparing communications on behalf of the AVP Facilities & Construction.
• Assists and supports Executive Director of Design & Construction and Executive Director of Planning & Design with correspondence (scanning, filing, sorting, storing, organizing on H:Drive). Schedule construction meetings, work with contractors and Construction Management Teams.
• Assists and supports Renovation Project Managers with scheduling, correspondence, and filing.
• Assists and supports Facilities Operations & Maintenance staff with scheduling, correspondence, filing and recordkeeping.
• Assists CFMC (Comprehensive Facilities Maintenance Contract) Administrator, Grounds & Site Coordinator, Custodial & Fleet Coordinator, HVAC Supervisor and Director of Energy & Sustainability with administrative support as needed.
• Manages and maintains all computer access permissions for current and renewals for third party CFMC employees and all other network access permissions for third party contractors.
• Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate department.
• Organizes meetings (in-person and virtual), including scheduling, reserving conference room space, sending reminders, and organizing catering when necessary.
• Coordinates all travel arrangements and creates trip itineraries for the AVP Facilities & Construction and all department staff.
• Processes, compiles and submits Pcard invoices, receipts, and travel reimbursements for AVP Facilities & Construction, Executive Director Design & Construction, Executive Director Planning & Design and Executive Director Performance Facilities and Events.
• Utilizes various software tools and applications, including word processing, spreadsheets and presentation software to prepare reports and/or special projects.
• Serves as liaison with Human Resources during hiring processes for the Division and all four Executive Directors.
• Manages all office supplies inventories along with mail distribution and shipping and receiving for the department.
• Participates as a member of other unit and college committees as needed.
• Develops and prepares agendas and minutes for meetings chaired or attended by the AVP, Facilities and Construction.
• Creates and maintains conference rooms schedules for internal and external contacts.
• Plans, schedules, and coordinates Facilities Services official departmental events; coordinates with external vendors and service providers for department needs as required.
• Serves as an informational resource to internal and external contacts, entering Asset Essentials work orders into the system, answering incoming phone calls and emails in a polite and professional manner.
• Performs other duties as assigned.

Requirements

• Associate's Degree in Business Administration or related field from an accredited institution.
• High School Diploma or GED required.
• At least 3 years of experience in office management and/or administrative assistant experience.