Job Details

This job was posted by : For more information, please see: State University is accepting applications for an Administrative Associate in the Facility Operations department. The primary purpose of the Administrative Associate is to perform administrative tasks to support the departments mission, strategic goals and objectives.Duties and Responsibilities of Position50% -Provide and coordinate administrative support activities to the Facility Operations Director, all Facility Operations supervisors, and Facility Operations General and Recycling Services Department.Serve as point of contact for Facility Operations. Provide customer service to walk-in traffic, including vendors, salespeople, job applicants, students, faculty, staff and general public.Provide customer service to University staff, faculty and students picking up packages utilizing package tracking software, as well as, supervising and assisting Physical Plant staff with inventory items, etc.Collect, organize, and compose correspondence, forms and reports. Answer Phones, respond to email, forward messages, schedule and confirm appointments. Maintain filing systems and utilize work processing database and spreadsheet skills.Schedule appointments and meetings for Directors.Attend departmental meetings, keep records of pertinent and procedural information and provide input in areas of knowledge base regarding procedures and operational needs.Assist with training and supervision of student employees in front office.Receive and review all new work order requests and direct to the proper Physical Plant Director/supervisor/department daily. Contact requester regarding any missing information or clarification of work needed.Gather work order system data as requested and create/compose and complete necessary reports. Oversee status of active work orders and coordinate with supervisor for adjustments or changes needed.Receive, answer and direct questions from University administrators, faculty, and staff regarding work order status and other issues. Submit maintenance requests as needed for 'university administrators, faculty, and staff.Process and enter incoming stock into inventory utilizing inventory management system and assist in performing annual physical inventory counts.Log inventory items used by Facility Operations staff and enter all log data into system for billing and tracking purposes. Analyze data prior to entry to ensure proper billing and inventory information.Assist with and handle independently processing of daily incoming and outgoing UPS, FedEx and DHL deliveries utilizing the package tracking software, including making labels, weighing packages and packaging items.Assist with and handle independently the unloading and processing of incoming freight deliveries utilizing forklifts, pallet jacks and other materials handling equipment when needed.Collect, track, and organize waste-tracking data, including logging, computing and charting of waste produced on campus.Assist with preparing custodial orders as needed and enter all orders into system for billing and tracking purposes. Create and update forms for custodial use.40% -Provide and coordinate administrative support activities to the University Carpool / State-Owned Vehicle program , including analyzing and computing fuel comparisons regularly and composing, generating, and submitting reports with information gathered from various sources.Serve as representative for the department and liaison for the program with other academic and administrative departments. Communicate ideas, directives, objectives and priorities for the programOversee, compile, and organize all University state-owed vehicle records, including application for and maintenance of titles, license tags, insurance coverage, and registration.Maintain and reconcile monthly business procurement card transactions relating to all State-owned vehicles for the University, including submission of reconciliation and supporting1documents to Purchasing Office.Collect and track fuel receipts relating to all University State-Owned vehicles, including evaluating an