Facilities Administrative Assistant IV

Facilities Administrative Assistant IV

The Facilities Department at Willamette University is responsible for the daily operations, maintenance and upkeep of approximately 1.4 million square feet of academic, residential, administrative and off campus properties situated on approximately 60 acres with all the associated utilities and infrastructure.

The Facilities Administrative Assistant IV performs a wide variety of Facilities support duties, blending office accounting and clerical support with the oversight and operation of the Facilities service request system. The successful candidate provides specialized project support, manages departmental records, and serves as a primary contact for the campus community regarding service requests and departmental communications.

Responsibilities include:

• Practices and encourages Facilities Team workplace expectations.
• Understands the University's financial accounting, purchasing policies/procedures and adheres to them when reviewing vendor billings.
• Verifies departmental accounts, processes departmental invoices and utility bills for manager approval, and forwards them to the Accounting Office in a timely manner.
• Manages the entire lifecycle of contracts, including drafting, editing, and administering agreements and issuing Notices to Proceed.
• Coordinates project documentation between contractors and Facilities Management staff
• Acts as primary administrator of the Facilities Services Request System.
• Oversees, operates, and evaluates data within the Facilities Service Request System to compile and analyze reports for Facilities Management and Campus Housing staff
• Serve as the primary point of contact for students and staff regarding service requests, actively monitoring progress through regular communication with maintenance personnel to provide timely updates on active, late, or delayed work orders.
• Greets visitors and answers phones, routing calls to appropriate staff or taking messages.
• Handles emergency work requests and phone calls quickly and confidently, dispatching staff as necessary via phone or two-way radio.
• Issues keys to faculty, staff, and contractors while maintaining strict confidentiality.
• Maintains records for outside contractors, including Onsite Contractor Work Agreements, keys, and insurance certifications.
• Maintains logs for elevator and pest control services, and tracks utility shutdowns, fire alarm impairments, and 'hot work'.
• Orders and maintains office supplies inventories. Prepares reports, forms, journal entries, and correspondence as directed by leadership.
• Performs specialized duties such as web page updates, asset management database support, and utility records management.
• Maintains and safeguards confidential departmental records, files, and office administration information. Exercises discretion in communicating information to faculty, students and staff.
• Performs other duties as assigned.

Other requirements include:

• Accountability: Ability to accept responsibility and account for actions.
• Customer Oriented: Ability to provide a high level of customer service while following company procedures.
• Detail Oriented: Ability to pay attention to the minute details of a project or task.
• Calm & Efficient: Ability to deal with emergencies in a calm and efficient manner.
• Organized: Possessing the trait of being organized or following a systematic method for tasks.
• Communication: Ability to communicate positively and effectively with a wide variety of clients in person, by phone, or in writing.

Qualifications include:

• Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. High school education with some college coursework preferred.
• Two years of job-related work experience, part of which may be satisfied by education and training. Knowledge of and experience with general office and accounting procedures and operation of common office equipment.
• Proficient use of a personal computer and software programs such as Word, Excel, or any specialized applications desired. Keyboarding, email and maintaining databases.
• Ability to work in a fast-paced team oriented environment, valuing all people and treating everyone with dignity and respect.
• Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty and students.
• The ability to effectively interact with a variety of people in a manner that emphasizes strong customer service and portrays the University's programs, personnel, and philosophies in a positive manner.
• Familiarity with Maintenance terminology/operations.
• Accurate and efficient keyboard skills.
• Have excellent telephone skills and the ability to operate two way radio equipment.
• Must possess excellent skills in business English and basic business math.
• This position is subject to a criminal conviction record check.
• Possession of a valid driver's license and satisfactory driving record or ability to obtain one within 60 days of date of hire.

Typical Work Schedule: 7:30am 4:00pm M-F

Physical Demands & Working Conditions: Typical work is performed indoors in a normal office environment.

Salary: $21.99 per hour (~$45,740 annually)

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing qualifications
• Current resume

Applications will be reviewed on a rolling basis until the position is filled.

Incomplete applications will not be considered.

Typical work schedule:

BACKGROUND CHECK REQUIREMENT: All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.