Administrative Assistant 2

Administrative Assistant 2

Posting #: 5639

Position Status: Full-time regular

Location: San Diego

Position Type: Staff, Facilities

Position Title & Department:

Administrative Assistant 2; Facilities Management

Posting #
5639

Department Description:The mission of the University of San Diego Facilities Management Department is to efficiently operate, maintain, and support the development of quality facilities, grounds, and services, and at the same time to support our campus community, students, faculty, and staff. Through our efforts we support the university's commitment to pursuing truth, academic excellence, and the advancement of knowledge.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
Executes various administrative/clerical duties for Facilities Management, including but not limited to: office receptionist, customer service representative, disseminate information department wide, coordination of monthly safety trainings, special projects, deals with sensitive issues and confidential matters, and various other activities related to the Facilities Management operation.

Duties and Responsibilities:

Performs general office duties, serves as telephone/office receptionist and provides support to the FM department as needed

• Answer several incoming lines promptly and courteously, takes accurate messages
• Process large volume of maintenance work orders
• Print reports from Event Management System (EMS) & Computer Maintenance Management System (CMMS).
• Receive and process maintenance work requests
• Maintain and update FM information boards as needed
• Distribute department wide correspondence as needed
• Provides problem resolution for customer inquiries/complaints
• Greets visitors with excellent customer service, gives information, directions and/or instructions
• Serves as liaison between facilities and internal/external customers
• Receives, sorts, distributes, and sends mail and e-mail promptly and accurately
• Maintains confidentiality
• Receives special services phone calls and provides a high degree of customer service
• Assists in scheduling work orders for special services

Provides Administrative support for the Environmental Health & Safety (EH&S) and Transportation department

• Prepares entries for electronic training and safety records
• Prepares new safety orientation packets
• Confirms the status of current employee training
• Creates purchase requisitions
• Review and process invoices
• Review and process gas logs
• Prepare and process department of motor vehicle (DMV) registrations
• Schedule make-up and retraining as needed
• Aids in creating and updating maintenance requests
• Maintains readily accessible copies of all EH&S compliance documents, permits and records
• Schedule and tracks work orders scheduled through CMMS system
• Maintains accurate filing system
• Other duties as assigned

Certificates, Licenses, Registrations:

• Must have a valid driver's license and may be required to drive University vehicles.

Special Conditions of Employment:

• Must be able to work assigned hours and may be required to work overtime and on weekends, as needed.
• Consistently follow safety practices appropriate to the job and complies with rules and regulations established by the University, state and federal agencies
• Job hours and/or workday may be changed when necessary to meet departmental commitments.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.


Job Requirements:
Minimum Qualifications:

• High school diploma or GED (General Education Diploma) equivalent and three years' experience in an office/academic environment
• Knowledge in CMMS is preferred874e`
• Working knowledge of computers and current MS Office
• Ability to operate photocopier, fax and scanning machine
• Ability to understand and follow oral and written instruction in English.
• Ability to exercise discretion when working with sensitive/confidential subjects/material
• Ability to type 55wpm
• Working knowledge of a multi-lined phone system and ability handle large volume of telephone calls
• Must possess excellent interpersonal skills including tact, diplomacy, flexibility, and possess the ability to work with diverse personalities.
• Ability to assume responsibility, think clearly, logically, meet deadlines, and use sound judgment with frequent interruptions
• Working knowledge of general office practices/procedures
• Ability to write and communicate professionally including drafting formal business correspondence
• General knowledge of accounting principles and practices
• Understands the importance of customer service and has the ability to follow-up as well as communicate to internal and external clients effectively
• Skill to organize/prioritize work and to manage time effectively with the flexibility to adapt to changing conditions.
• Ability to establish and maintain cooperative and effective work relationships with colleagues, staff, students, parents, and the general public.
• Ability to adapt to changing needs of department and learn new technology as needed in order to perform office support functions
• Become familiar with and perfo rm other administrative duties of the department and assist other department personnel, as direct ed

Posting Salary:
$22.82 - 25.81 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume Required

Click the 'Apply Now' button to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at View email address on click.appcast.io.

Additional Details:
Hours: 40 hours per week

Closing date: Open until filled


Note : External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: July 07, 2026 Pacific Daylight Time

Applications close:


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