HUMAN RESOURCES >
CAREER OPPORTUNITIES >
The Human Resources Department announces the
position of Administrative Assistant, reporting to
the Vice President for Facilities.
Responsibilities include: perform general
administrative functions including telephone coverage, arranging appointments/calendars
and typing correspondence; greet visitors and vendors
in a professional environment, direct to appropriate area and resolve requests
and or conflicts; manage day-to-day department operations, purchase and manage
office supplies/equipment; manage, file, and maintain files as well as
contract agreements and certificate of insurances; organize
and plan multiple internal department events and assist the VP with the
Colonial Golf Outing; develop spreadsheets and prepare reports for
administrative use; schedule and manage the
conference room and prepare room for AV or conferencing needs; maintain the
Incident Command room; make sure laptops are updated regularly, technology is
in standing working condition and safety police binders are up-to-date; manage
and schedule appointments for the Vice President and VP’s management team;
support the VP’s management team (direct reports) with correspondence and
coordinate travel arrangements including reservations for conferences, secure
accommodations for hotel and airline tickets; assist with preparation of board
committee meetings; proof read presentation material, prepare agenda, RSVP’s,
attend meeting and record minutes; work with the President’s Senior Executive
Assistant to ensure meeting materials meet deadlines; support University Wide
Safety processes by scheduling committee meetings, Hazard Surveillance
Inspections, update safety binders and correspondence; support specific goals
of department’s communication plan; ability to make changes to Facilities and
Safety website and post news feeds to social media outlets; maintain the
Facilities intranet employee resource site; edit/proof read documents, campus
announcements, presentations and videos; revise annual materials for new
student orientation day; manage/post campus and departmental communications;
provide and assist union employees as needed on various topics (i. e. employee
self-service, HRconnection); handling
the management of Petty Cash and reconciling; and perform any and all relevant duties of the position.
Associates degree in business or equivalent work experience required.
3-5 years of experience in a secretarial/administrative office role.
Ability to serve as a Notary Public at the time of appointment or complete the PA Notary application process within one year of appointment and maintain related certifications.
Previous calendaring/meeting and event planning experience preferred.
Ability to accurately take meeting minutes.
Proficiency with Microsoft Office Software packages including Word, Excel, Access and PowerPoint. A willingness to develop additional computer skills, adjust to other technology and grow academically as needed; excellent typing skills.
Proficient knowledge of website development; ability to compose, edit materials and attentive to detail.
Ability to work flexible hours including, on occasion, attending and/or preparing for early morning or late afternoon meetings and/or events.
High level of professionalism; Ability to proactively identify and effectively resolve various types of problematic situations in areas that can include general analytic tasks, process/procedures.
Ability to work with confidential and sensitive materials and situations with discretion.
Oral/written/interpersonal communication skills with ability to interact comfortably/professionally with all levels of management and staff.
Ability to manage multiple tasks and meet multiple/changing deadlines; ability to work in a team environment.
Sound judgment/decision making skills; customer service focused.
Internal Application Deadline: January 5, 2015
External Application Deadline: Until Position Is Filled
Starting Date: As Soon As Possible