Administrative Assistant, Facilities Administration & Planning

This position is responsible for providing support to the entire department of facilities administration and planning, including the executive director, director, and department heads of maintenance, environmental services, and grounds maintenance. Responsibilities include processing all campus work order requests, correspondence, front desk monitoring, and monthly/annual reports. Sponsorship is not available for this position.

• Provide clerical and adminsitrative support for the department by answering phones, routing emails, greeting guests, routing department mail, and managing department calendars, and room reservations; 
• Assist in managing front desk operations and in resolving day-to-day issues called to the attention of the department;
• Assist with training and management of student employees;
• Receive, log, and track maintenance requests using Limble;
• Coordinate, maintain vehicle registrations, license and maintenance records;  
• Assist with vehicle reservations;
• Drafting correspondence, managing filing systems, and entering data into university databases;
• Administer distribution of gasoline to motor pool vehicles;
• Maintain facilities email account and department calendar; 
• Assist with department events and meetings;
• Maintain stock of office supplies, managing departmental budgets/purchasing cards, and tracking equipment;
• Serving as a primary point of contact between faculty, students, staff, and campus visitors;
• Schedule training room through campus room reservation software, currently Mazevo; 
• Perform all other duties as assigned;

ADDITIONAL DUTIES:

• Receive, log, and track maintenance requests using Limble;
• Assist with work order communication.
• Serve as a backup for shipping and receiving.

• High school diploma/equivalent is required; 
• Some college education is preferred; 
• One to two years of related experience is required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS: 
NoneApplicants must upload a cover letter and resume and provide contact information for at least three professional references at the time of application.  For questions, please email [email protected] or call 256.765.4291 and select option #2.  Selecting an option other than #2 will result in a delayed response.