Facilities and Construction Administrative Assistant

1 week ago

Berea, United States Berea College Full time
Location : Berea

Job Type: Full-Time

Division: Operations & Sustainability

Department: Facilities Management

Opening Date: 11/13/2024

FLSA: Non-Exempt

Please note that references provided at the time of application for staff positions will not be contacted until the applicant has been offered the position.
Description

Provides analytical and clerical support and accounting coordination for projects and repair and maintenance expenses within the Facilities Management Department. Including accurate accounting, reporting, and controlling as well as AP/AR functions, purchasing coordination and analysis of projects, and other financial or operational reporting. Assist the Facilities Administrative Manager with project financial document tracking and processing. Assist with any internal/external audits, asset depreciation, and fiscal year end procedures.
Examples of Duties

  • Enter accounts payable/receivable, journal entries, purchase requisitions, etc. into Banner (ERP).
  • Maintain and reconcile financial records on a daily, weekly, and monthly basis within acceptable College Accounting guidelines.
  • Administration of FM WEX (fleet card program), Box, Outlook directories, TMA, FM DocuSign, meeting calendars, etc.
  • Provide excellent customer service response and relationships with campus and external customers.
  • Provide clerical support to areas of Facilities Management as needed.
  • Manage incoming calls to the department and ensure appropriate actions are taken in a timely manner in accordance with FM policies and procedures.
  • Coherently assemble and maintain project and departmental documentation files, work to standardize forms and files commonly used by PMs and team leaders.
  • Assist with complete assembly of project record documents including contractor/vendor lien waivers, payment applications, insurances, operation & maintenance manuals, construction submittals, record of attic stock with values, record drawings and warranties and other documentation.
  • Follow up on collection of all non-received documents and resolve or escalate any issues to the PM.
  • Assist team leaders to ensure payroll compliance and departmental payroll submission biweekly.
  • Inventory and Logistics assistance when needed.
  • In support of Berea College's great commitments, this position requires student supervision. The fourth great commitment is to promote learning and serving in community through the student labor program, honoring the dignity and utility of all work, mental and manual, and taking pride in work well done. The Supervision would include scheduling, assigning and approving work performed. Developing students about common workplace acumen and giving them tangible work experience is an expected outcome.
  • Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty and students.

Typical Qualifications

Education required to ensure success in this position:
  • Associate's degree in Accounting, Project Management, or relevant field is preferred.
Experience required to ensure success in this position:
  • Two or more years of related accounting, bookkeeping, or related financial/customer service experience.
  • Excellent interpersonal skills, diplomacy, ability to develop positive working relationships.
Special skills, knowledge and abilities:
  • Knowledge of general office procedures, excellent grammar skills, knowledge of computer systems operation including word processing, data entry, and database management.
  • Excellent oral and written communication skills, ability to deal with pressure of deadlines, ability to handle unpleasant situations with diplomacy and tact and ability to do tasks without constant direct supervision.
  • Strong analytical skills.
  • Foster an environment of strong ethics and integrity.
  • A practical knowledge of business processes is highly desirable.
  • Ability to prioritize work.
  • Ability to task switch effectively.
  • Works well with customers (on-campus), contractors, vendors and coworkers.
  • Excellent communication skills - written and verbal.
  • Budgeting and management reporting abilities
  • Knowledge of GAAP and ability to apply it to internal processes.
License, certification, or registration necessary:
  • Valid KY driver license
  • Willingness to participate in learning and education opportunities to receive certifications.
Physical requirements:
  • Sitting for extended periods of time with computer use.
  • Performing routine and repetitive functions requiring manipulation of a keyboard.
  • Ability to operate office equipment.
  • Ability to lift up to 10 pounds.
  • Ability to walk or maneuver across uneven campus surfaces for meetings and inspection of work areas as needed
Environmental conditions:
  • Office environment typically but may need to occasionally visit external work areas for inspections and meetings.
Ability to operate the following vehicles or equipment:
  • Computer, fax machine, copy machine, telephone, calculator used daily.
  • Software used daily includes Banner, TMA, Purchasing Card Program, MS Word, Excel, and Outlook, among others.
  • Motor vehicle or cart

Founded in 1855, Berea College is nationally recognized as the first coeducational and interracial college in the South. Berea has a longstanding commitment to interracial education and is one of the most racially diverse private liberal arts colleges in the United States. With an emphasis on service to Appalachia and beyond, Berea enrolls more than 1,500 students from 46 states and U.S. territories and more than 70 countries. Berea College admits students who are unable to afford tuition and provides all of them with a no-tuition promise, valued at more than $204,000. Berea's students excel in the College's supportive yet demanding academic environment, and most are the first in their families to attend college. As one of only nine federally recognized Work Colleges, all Berea students are expected to work 10-12 hours weekly in various positions across campus. Berea College is listed #20 in overall ranking in the U.S. by the Wall Street Journal/College Pulse college rankings, 2023. The Washington Monthly ranks Berea College #2 Best Liberal Arts College and #1 in Social Mobility, 2023. Money Magazine ranks Berea #20 Best Overall College and #10 for Best in the South, 2023. Berea College is also the only institution in Kentucky to receive the 5-Star Rating from Money Magazine, 2023.

Located where the Bluegrass Region meets the Cumberland Mountains, the town of Berea (pop. 16,000) lies forty miles south of Lexington and is approximately two hours from Cincinnati, Louisville, and Knoxville. More information about Berea College is available at

Berea College, in light of its mission in the tradition of impartial love and social equality, welcomes all people of the earth to learn and work here.

Berea College is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application

Berea College is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.

Our Benefits:
Berea College offers a comprehensive benefits package to eligible employees and their families including health care, dental, vision, retirement, health savings accounts, flexible spending accounts, life insurance, short-term disability, long-term disability and an Employee Assistance Program. The benefit package also includes access to the for children of College Staff, ages 6 weeks to 6 years, Membership, Staff Development Funds and Tuition Reimbursement.

Eligible staff employees also receive paid holidays, vacation, and sick leave.

Part-time employees who work an average of 24 hours per week over the course of a year, receive benefits on a pro-rated basis.

To learn more details, visit our benefits page at

Our Unique Culture:
Berea College strives to be a place where people with various Christian interpretations, different religious traditions, and no religious traditions work together in support of

Over the past century, various leaders of the College have applied the College's inclusive scriptural foundation and spirit to their expanding world and welcomed those whose beliefs were consistent with the Christian gospel of impartial love. Therefore, Berea College today affirms its inclusive Christian tradition even as it respects the traditions of Jews, Muslims, Buddhists, and Hindus, as well as other faiths, and those holding no religious beliefs. We strive not to ignore our differences, but rather seek to understand each other honestly and respectfully, and together create a climate where anyone can openly discuss what they believe without fear of sanction. To that end, all persons who are willing to share in the spirit and the work of the Great Commitments as shaped by its preamble are welcome to study, to teach, and to work at Berea

Labor Supervision:
In support of Berea College's great commitments, staff and faculty serve as labor supervisors. Our fourth great commitment, The Dignity of Labor, promotes learning and serving in community through the student Labor Program, honoring the dignity and utility of all work, mental and manual, and taking pride in work well done. Student Labor Supervision includes scheduling, assigning, and approving student work, developing students' workplace acumen, and providing tangible work experience. To learn more about the labor program office please see the following link

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