Department Assistant

General Description The primary responsibility is to provide administrative support and assist the Director in the mission to provide superior customer service and perform a broad range of duties to support the successful management of all UCNJ Union College of Union County, NJ spaces and services. Characteristics, Duties and Responsibilities This position must be committed to the mission, vision, and values of UCNJ Union College of Union County, NJ and the Facilities Department and will be responsible for ensuring that the facility is a safe and welcoming place for the entire UCNJ community. Communicates information clearly and concisely in written and oral form utilizing a variety of communication devices such as two‑way radios, cell phones, email, internet, and other methods necessary to communicate with Facilities Department personnel and any other internal or external departments. Works independently in a high‑volume, high‑stress environment to prioritize and monitor workflow in order to meet deadlines unassisted. Supervises the shuttle van drivers, schedules work assignments, and provides coverage as needed. Supervises the receiving team, schedules work assignments, and provides coverage as needed. Manages the day‑to‑day fleet operation and assigns vehicles to end users, filling in as needed. Coordinates setups for events and event planning. Coordinates with the Facilities Coordinator to operate and maintain the work request system, identifies/confirms/clarifies customer needs, logs, and tracks work orders through completion, creates and generates required reports, identifies key performance metrics to support decisions, reporting requirements and internal evaluation purposes, collects, monitors, and analyzes key performance indicators related to the work request system, and prepares, reviews, and summarizes reports and documents, as well as track changes and identify trends. Assists the Director with collection and organization of data for departmental needs. Along with the Facilities Coordinator maintains the departmental vacation schedules and notifies Facilities leadership team of conflicts and manpower shortages. Along with the Facilities Coordinator manages the time and attendance computerized system and monitors lateness, sick time and alerts the Director of abuse and no‑pay status. In coordination with the Assistant Director manages the college's record retention systems, processes, and activities in compliance with applicable regulations. Operates the work order system and creates required reports. Maintains efficient correspondence and reference files. Maintains a high level of confidentiality in conducting office business/assignments. Produces a variety of letters, memos, reports, spreadsheets, etc., usually from drafts prepared by the director. Maintains department operational information (financial, statistical, program data), entering and updating data, retrieving data, and compiling reports. Utilizes computer systems using standard software products (spreadsheet, email, database, graphics, desktop publishing). Prepares responses to correspondence. Prepares contracts, purchase requisitions; utilizes forms for change orders, bid preparation. Supervises student workers in an office setting. Performs other related duties as assigned by the Director. Education Requirements Associate's degree in business or related field required or an equivalent combination of education and experience. Experience Experience in working in a fast‑paced office environment, preferably in a Facilities, Architects or Construction Company office as an administrative assistant. Competencies and Skills Required Experience in working in a fast‑paced office environment, preferably in a Facilities, Architects or Construction Company office as an administrative assistant. Physical Demands and Work Environment This position's duties are normally performed in a typical interior/residence work environment, based on the activity scheduled, however outside work may be required and may be exposed to extreme temperatures. Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds. No or very limited exposure to physical risk. Some travel required. Benefits Medical benefits and pension plan offered through the State of NJ. Dental and vision benefits. Vacation days based on accrual system. Ten paid holidays and three floating holidays that are determined by the College. Tuition remission for employee, spouse, and eligible children for credit and non‑credit courses. Tuition reimbursement for approved degree programs at an accredited college or university. EEO Statement Union County College does not discriminate on the basis of race, color, national origin, sex, marital status, religion, age, disability, handicap or other legally protected status in its provision of employment, education, and activities, or other services. Union County College is an EEO/AAP Employer/Protected Veteran/Disabled #J-18808-Ljbffr