Administrative Assistant of Facilities

Route incoming calls, service requests, work orders, and inquiries to the appropriate department personnel.

Welcome tenants, process rent payments and respond to tenant inquiries and service requests by phone, email, and in person.

Prepare and maintain monthly billing and financial reports for leadership.

Assist with budget preparation, tracking, monitoring, and reporting activities.

Process purchase orders and support procurement-related functions.

Monitor vendor invoices, payment status, and related financial records.

Maintain department files, records, reports, and documentation in an accurate and organized manner.

Coordinate departmental schedules, meetings, calendars, and operational activities.

Track and maintain transportation schedules, usage records, maintenance logs, and related documentation for vehicles, vessels, and equipment.

Communicate effectively with employees, contractors, vendors, and organizational leaders at all levels.

Support compliance with organizational policies, workplace safety requirements, and regulatory standards.

Generate reports and provide administrative support for special projects and departmental initiatives.

Other Functions :

• Perform related administrative duties and special assignments as required.
• Adapt to changing departmental priorities and operational needs.
• Cross-train and provide backup support to other administrative staff when necessary.
• Participate in professional development and training opportunities.
• Remain current on administrative best practices, organizational procedures, and industry trends.
• Support departmental goals through flexibility, teamwork, and cross-functional assistance.

Knowledge, Ability and Skill :

• Demonstrated commitment to developing and fostering best practices and policies to promote diversity, equity, and inclusion, and build an environment in which all members of the University community are treated with respect and dignity.
• Strong administrative and office management skills.
• Experience with purchase order and procurement processes.
• Knowledge of billing, invoicing, and accounts payable functions.
• Ability to track budgets and maintain financial records.
• Excellent organizational and recordkeeping skills.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to prioritize multiple projects and meet deadlines.
• Strong customer service and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Qualifications
Minimum Required Qualifications :

Education, Training and Experience :

• Associate's Degree preferred;
• High School Diploma or GED with a minimum of two (2) years of relevant administrative experience.
• Experience supporting facilities, operations, maintenance, construction, security, or related departments is preferred.
• Experience with budget tracking, invoice processing, procurement, or financial administration is highly desirable.

Physical and Mental Requirements :

Work Environment None Under 1/3 1/3 to 2/3 Over 2/3
Outdoor Weather Conditions X
Work with fumes or airborne particles X
Work near moving mechanical parts X
Risk of electrical shock X
Vibration X

Physical Activity None Under 1/3 1/3 to 2/3 Over 2/3
Standing X
Walking X
Sitting X
Talking & Hearing X
Using hands/fingers to handle/feel X
Climbing or balancing X
Bending, pulling, pushing X
Driving X

Lifting Requirements None Under 1/3 1/3 to 2/3 Over 2/3
Up to 10 pounds X
Up to 25 pounds X
Up to 50 pounds X
Up to 75 pounds X
Up to 100 pounds X
Over 100 pounds X

Vision Requirements:

_X_ Close vision (i.e. clear vision at 20 inches or less)

___ Distance vision (i.e. clear vision at 20 feet or more)

___ Color vision (i.e. ability to identify and distinguish colors)

___ Peripheral vision (i.e. ability to observe an area that can be seen up and down or

left and right while the eyes are fixed on a given point)

___ Depth perception (i.e. three-dimensional vision, ability to judge distances and

spatial relationships)

___ No special vision requirements

Full-Time Employee Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• 401k employer match
• Employee & dependent life insurance
• Great tuition benefits for employee, spouse & dependents
• PTO program

(This job description does not constitute an employment agreement between Goodwin University and employee. It is used as a guide for personnel actions and is subject to change by the University as the needs of the University and requirements of the job change.)