Job Details
Job Location
Oglethorpe University - Atlanta, GA
Position Type
Full-Time Staff
Education Level
Bachelor's Degree Preferred
Job Category
Education
Description
Under the direction of the Director of Facilities, the Campus Operations Administrative Assistant performs a range of administrative details to support the Director of Facilities and the operational business units (Facilities, Housekeeping, Grounds, and Campus Improvements). The successful candidate supports the workflows, record keeping, and correspondence of the operational business units, as well as cross-departmental coordination and communication across campus. Essential job functions include tracking project costs and updates, preparing reports and financial data, handling general correspondence, coordinating meetings, and other miscellaneous job duties as needed. The individual meets with key team members to ensure efficient unit operations.
Duties and Responsibilities
Maintain and Coordinate the Director of Facilities calendar
Monitors critical steps in the workflow process to ensure operational units are executing steps in a timely and efficient manner
Schedule meetings with a large array of entities both external and internal
Coordinates contracts and invoicing,vendor for the Director of Facilities
Provides administrative support related to communications, reporting, and gathering key information across operational units
Assist with data entry and follow-up to ensure work orders are completed in a timely manner
Assist with duties within Asset Essentials.
Maintains and updates the campus master project listing
Maintains and updates digital files related to buildings and grounds
Collects and updates the Campus Operations intranet page
Assists and takes notes in project management meetings and planning sessions
Prepare and consolidate reports
Receive inquiries/solicitations from vendors. Act as liaison for auxiliary services to attain bids, set up various accounts, and arrange deliveries.
Perform miscellaneous job-related duties as assigned
Assist with special projects
Qualifications
Bachelors degree preferred; previous administrative work experience strongly preferred.
Other Knowledge, Skills and Abilities:
Interact effectively and professionally with a diverse group of people. Must have effective communication skills. Must be flexible and prepared for unanticipated tasks and deadlines. Ability to read and analyze information and ideas presented in writing. Must have superb computer skills, including Outlook, Word, and Excel as well as the ability to learn new software programs as needed. Must maintain a high degree of confidentiality and the use of discretion is required.
