Administrative Assistant

Administrative Assistant

Job Department/School Facilities Management

FT/PT/Temp Full time

Location Garden City, N.Y.

Administrative Assistant

Facilities Management

JOB SUMMARY:

The Administrative Assistant will provide workorder support for all Facilities Teams. This position will be knowledgeable in trades related work and provide dispatch service for all service requests and tracking, through the Facilities System/Intake process. They will oversee payroll and attendance for both APPWLU and Local 1102 union staff. They will provide training support for the facilities service desk student workers, as well as monitor student payroll. Overall assistance with procurement related activities: employees ordering supplies and managing the university process for both facilities and housekeeping.

Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $43,783. For a list of benefits provided to employees, please click here.

REPORTS TO: Executive Director of Facilities Engagement

RESPONSIBILITIES & DUTIES:

Service and Support requests:

• Assign all service requests to appropriate trade or vendor.

• Follow up, update and close out all vendor work tickets once completed ie exterminator, elevator.

• Respond to all customer inquiries and assist with entering service requests.

• Monitor the facilities management phone system and respond to phone calls using proper phone etiquette and customer service skills.

• Monitor the facilities staff call out line.

• Monitor the facilities staff building issues dedicated reporting line.

• Manage student workers schedule and timecard approval.

• Monitor and train facilities service desk student workers on the proper use of phone etiquette and customer service.

• Run Footprints service reports to highlight current trends.

• Program re-occurring preventative maintenance service tickets for all trades.

• Review outstanding service requests: on hold, waiting for approval, waiting for materials and update.

• Triage all urgent/emergency requests and dispatch appropriate team.

Payroll Support:

• Work with the Executive Director of Facilities Engagement to approve time and attendance for all APPWLU and Local 1102

• Union staff.

• Display knowledge and understanding of union contract requirements as related to

• pay codes.

• Track PTO accruals.

• Maintain APPWLU PTO Google calendar for office to establish daily trade assignments.

• Provide HR/Payroll Support for annual uniform check requisitions and Payroll Transaction Forms.

Procurement related:

• Support eProcurement lifecycle using Unimarket.

• Assist facilities budget coordinator as necessary.

• Order supplies as needed.

• Perform other job related duties as assigned by the Assistant Vice President, Project Manager or Executive Director of Facilities Engagement.

REQUIREMENTS (Knowledge, Skills and Abilities):

• Knowledge of trades and trades related work requirements.

• High customer service and support skills.

• Effective Problem solving and resolution.

• Ability to communicate effectively with service vendors.

• Technical skills required (Word, Excel, Google Suite, ADP)

• Familiarity with eProcurement system such as Unimarket is preferred.

• Proficiency with basic calculations.

• Ability to learn new software as needed.

• Ability to be organized and pay attention to detail.

• Excellent interpersonal and communication (verbal, written and presentation) skills.

• Ability to maintain confidentiality.

• Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.

• Ability to work in collaborative, team-oriented environment.

• Ability to work effectively with a wide range of constituencies in a diverse and inclusive community.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

• Bachelor’s degree is preferred.

• Minimum of two years of administrative experience is required.

• Experience working in a facilities related area is a plus.

HOURS:

• Monday - Friday, 7:30am - 3:30pm in office.

• Must be available for events and event weekends, such as Res Hall move in, Matriculation, Spirit Weekend and other high-profile events as needed.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

• Adelphi University is an equal opportunity employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: