Administrative Assistant (#909)
- Date Posted:
- Staff in Facilities Management
- Search Status:
- Interviewing Candidates - not Accepting Applications
- Apply Now:
- We are not accepting applications for this position at this time.
The Department of Facilities Management & Planning seeks an administrative assistant to work full-time, year-round.
Facilities Management (FM) is a department of approximately 130 FTEs (i.e. Cleaning, Building & Trades, Grounds, and Stockroom) who collectively are responsible for more than 2,000,000 SF of property in over 40 major buildings and for maintaining more than 175 acres.
Duties and Responsibilities:
This position works under the supervision of the Assistant Director of Administration & Resource Management of Facilities Management & Planning.
Primary responsibilities will include: input of payroll data; serving as a liaison to staff for payroll and time-off related information; input service requests using a computerized work order system; interface with contractors, facilities staff, students, and faculty especially in regard to distributing keys, visitor badges and information; handling a large volume of phone calls; communicating with department members by radio as needed; and the distribution of interoffice and external mail. Other responsibilities include, but are not limited to: helping to manage the calendars of the Facilities Management managers; arranging and coordinating meetings with outside contractors, consultants, vendors, facilities staff, and other MHC constituencies; processing invoices for payment through accounts payable and charge back billing to campus departments; typing and in all ways contributing to the overall success and effectiveness of the Facilities Management Administrative Team. Other duties as assigned.
- We seek a hardworking individual who has the ability to handle multiple projects and deadlines; and has the ability to work in a fast-paced and team oriented open office setting.
- Responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor at all times and exhibit tact, grace, and discretion.
- Excellent, oral, written, interpersonal and customer services skills.
- Must be proficient using Microsoft Office suite (especially Word and Excel); and Google Apps are required.
- Candidates are expected to have initiative as well as problem solving skills, good judgement and the ability to maintain confidentiality.
- Operate and monitor a two-way radio system, to dispatch and communicate.
- Dispatching involves a lot of work at the same time – receiving calls; tracking progress, and coordinating the responses necessary. Therefore, you must be able to multitask and prioritize effectively.
- Prior experience working in a college environment or in the construction/architectural fields is desired, but is not required.
- Work hours will be 8:00 AM to 4:30 PM, Monday through Friday during the Academic year and 7:30 AM to 4:00 PM, during the summer. Candidates should be able to adhere to a flexible schedule when required.
- Frequently stand/walk, sit, perform desk based computer tasks, use a telephone, and grasp lightly/fine manipulation.
- Occasionally twist/bend/stoop/squat, reach/work above shoulders, grasp forcefully, writing by hand, sort/file paperwork, lift/carry/push/pull objects that weigh up to 10 pounds.
- Rarely kneel/crawl, operate foot and/or hand controls.
*Consistent with its obligations under law, the College will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
- Travel on campus to departments/buildings.
Mount Holyoke College is an Equal Opportunity Employer.
Mount Holyoke College is committed to enriching the educational experience it offers through the diversity of its faculty, administration, and staff members. Mount Holyoke seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, and relevance in a global society. In furtherance of institutional excellence, the College encourages applications from individuals from underrepresented groups, including faculty, staff, and administration of color, diverse gender identities, first generation college students and individuals who have followed non-traditional pathways to college, and individuals with a demonstrated leadership commitment to including diverse backgrounds and perspectives.