Enable America Jobs

Apply for Job Job ID 12819 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Add to Favorite Jobs Email this Job Job Description POSITION OBJECTIVE Working under general supervision, provide administrative assistance to the Directors, Assistant Directors, Coordinators, and Project Managers for the departments of Business & Finance, Customer Service, Energy & Sustainability, Facilities Services, Planning & Design, and Construction. The department assistant is responsible for the efficient management of all office functions and administrative duties including organizing meetings, ordering supplies, and maintaining various data schedules. ESSENTIAL FUNCTIONS 1. Maintain various data schedules (e.g., regulatory, inventory, contacts, call-offs, vehicle assignment) daily, weekly, and monthly as required. (15%) 2. Coordinate and schedule meetings, special events, presentations, and training sessions for staff. Coordinate room reservations, room setup, technology, and food when needed. Prepare and distribute meeting agendas and take accurate meeting notes. Keep zone and exception calendars updated. (%15) 3. Assist contractors with acquiring badges, access, keys, and parking in a timely and effective manner to facilitate campus projects. Maintain this data. Review and update annually. (10%) 4. Assist all new personnel with onboarding. Coordinate network access, keys, card reader access, ordering and setup of computers and telephones, and schedule any required training. Coordinate obtaining any additional parking, credit card, software, and uniform needs. Add new employees to applicable calendars and email groups. (8%) 5. Coordinate the annual ordering of uniforms. Maintain an inventory of generic uniforms for new hires. (7%) 6. Coordinate annual licensing and certifications. (7%) 7. Assist staff with travel arrangements. Prepare and submit appropriate documentation for travel and other reimbursables. Manage the DCard. Make purchases, maintain receipts and other required documentation as required within the vendor program. (7%) 8. Order and maintain office equipment and supplies. Coordinate repairs to equipment when needed. Review and submit carts for SmartCart window shoppers. (7%) 9. Provide back-up coverage to the Customer Service Center due to high call volume, staff meetings or absences. (6%) 10. Update website as required (e.g., personnel changes, policies, and procedures, etc). (6%) NONESSENTIAL FUNCITONS 1. Create and maintain filing systems, electronic and physical. Copy, bind, scan, and laminate for others. Perform a variety of clerical duties and typing assignments requiring accuracy. (4%) 2. Answer and direct phone calls. Open, stamp, and distribute mail. Provide general support to building visitors. (4%) 3. Perform other duties as assigned. (4%) CONTACTS Department: Daily contact with departmental staff to maintain workflow or general support functions. Regular contact with maintenance employees to coordinate special needs. University: Regular contact with other university departments for scheduling, coordination of access/keys, general inquiries, or when providing backup to the Customer Service Center. External: Contact with contractors, uniform vendor, travel, and accommodation vendors to exchange information. Students: Little or no contact with students. SUPERVISORY RESPONSIBILITIES This position has no direct supervision of staff, students, or temporary employees. QUALIFICAITONS Experience: 2 to 3 years related administrative experience Education: High school education is required REQUIRED SKILLS 1. Excellent computer skills. Proficient with Microsoft Office and Google spreadsheets, word documents, slide presentations, Zoom, and calendars. Ability to learn and utilize new computer programs. Use of Ass