Physical Plant Administrative Assistant

1 month ago

Great Barrington, Massachusetts, United States Bard College Full time
Bard College at Simon's Rock

Physical Plant Administrative Assistant

Our Institution: Founded in 1860, Bard College is an international network of highly innovative and admired educational institutions grounded in the liberal arts and sciences. A division of Bard located in Great Barrington, Massachusetts, Bard College at Simon's Rock is the only four-year college in the U.S. specifically designed for motivated adolescents to fully realize their academic potential by beginning college immediately after the 10th or 11th grade. BA and AA degrees are granted in over 35 areas of study. Simon's Rock attracts a diverse student population of approximately 400 students, drawn nationally and internationally, with a significant population of students identifying as LGBTQIA+.

The Role: Reporting to the Physical Plant's Maintenance Supervisor, the Administrative Assistant supports the daily operations of this critical support department at Simon's Rock. This position communicates with all campus constituencies, as well as external vendors, in this support role. We seek a community-minded, team-oriented person with experience working with diverse communities and colleagues.

Primary Responsibilities:
  • Provide general office management for the very busy Physical Plant Office, including providing walk-in, email, and phone support to students, faculty/staff, and vendors
  • Assist the Maintenance Supervisor with the daily operations of the department
  • Code all invoices with accurate budget numbers and submit on time to the Business Office for payment
  • Organize and maintain files of documents, records, and invoices ensuring easy access and retrieval as needed
  • Assist with Asset Essentials work order system in assigning, tracking, and closing out work orders
  • Guide the campus community about how to submit work orders to the department and provide status updates on submitted work orders
  • Respond, as appropriate, to the departmental email (pplant@)
  • Assist with purchasing departmental supplies, including coordinating with Central Services for centralized purchasing of certain supplies
  • Assist the Housekeeping Supervisor with coordinating with the external vendors that provide housekeeping services
  • Attend interdepartmental meetings to organize and support events of various sizes including Family Weekend, Arrival Day, and Commencement
  • Maintain the office calendar with deliveries and orders, and assist with scheduling meetings with outside vendors and businesses
  • Assist the Maintenance Supervisor with tracking Physical Plant staff PTO
  • Update the calendar of workers who are on call and keep Campus Safety informed of who is on call
  • Coordinate with the different vendors the arrangements needed in the facilities and the different inspections to be performed
In addition, on occasion, the Administrative Assistant will be expected to assist with maintenance and housekeeping duties.

Required Qualifications
  • At least an Associate's degree preferred
  • At least two years of experience in a similar position
  • Strong written and verbal communication skills
  • Highly organized and detail oriented
  • Ability to work in a fast-paced environment with constant interruptions
  • Ability to work independently and as part of a team
  • Ability to handle multiple time-sensitive tasks at once
  • Bilingual English/Spanish is highly desirable
  • Professional and pleasant phone manner and strong customer service focus are required
This position is a full-time hourly position with benefits. Employment is contingent upon successful completion of a background check. Simon's Rock is an equal opportunity employer, and we encourage applications from candidates of all races, nationalities, sexual orientations, gender identities, abilities, and socioeconomic levels as the values of equity and inclusion are core to our institutional mission-AA/EOE.

To apply: Please email a resumé and a cover letter to Christopher Swindlehurst, Maintenance Supervisor, Physical Plant ([email protected]) with "Administrative Assistant" in the subject line. Review of applications will begin immediately and will continue until the position is filled. No phone calls, please.
AA/EOE

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