Administrative Assistant, Buildings and Grounds

3 days ago

Milton, Massachusetts, United States Curry College Full time
Job Summary

We are seeking an experienced Administrative Assistant to join our team in the Department of Buildings and Grounds at Curry College. The successful candidate will provide administrative support to the department, including reception, front desk functions, and administrative tasks.

Key Responsibilities
  • Provide exceptional customer service to students, faculty, and staff, responding to inquiries and resolving issues in a timely and professional manner.
  • Manage the department's front desk, including answering phones, taking messages, and directing calls to the appropriate person.
  • Sort and process incoming correspondence, including mail and emails, and distribute to the appropriate mailbox.
  • Assist with office services, including filing, ordering supplies, and maintaining the office environment.
  • Monitor and update work order requests via the School Dude system, logging work orders, noting billing charges, and identifying duplicate requests.
  • Support the Budget Analyst as needed, including data entry and financial reporting.
  • Follow up on outstanding work orders, ensure completion, and close out work orders in the School Dude system.
  • Generate dorm damage bills as necessary and send to the Residence Life and Housing Department for processing.
  • Maintain the vehicle list spreadsheet and work with the Mechanic to ensure timely inspection stickers and plate renewals.
  • Order from vendors and assist with returns as needed.
  • Maintain the spreadsheet for crew members and student workers' valid driver's licenses and trades licenses.
  • Work with the Director, Foreman of Trades, and Foreman of Grounds to call vendors, order supplies, and maintain spreadsheets to track orders and supplies.
  • Activate and replace on-call pagers that are not working properly.
  • Troubleshoot NEXTEL telephone issues with vendors.
  • Work independently within clearly defined department and college standard operating procedures, referring unusual problems to the Assistant Director of Buildings and Grounds.
  • Assist the Senior Administrative Assistant in maintaining room reservations, setting up and booking events in conference facilities, and maintaining the Buildings and Grounds scheduling calendar.
  • Confer with the room reservation scheduler to ensure requests for the following week have been received by Buildings & Grounds.
  • Maintain and update the monthly on-call schedule for Buildings and Grounds and post in approved locations.
  • Assist the Senior Administrative Assistant as needed with the scheduling of seasonal help, including processing paperwork for summer lifeguards, work-study students, and summer help.
  • In the absence of the Senior Administrative Assistant, maintain files for all major events on campus, including Commencement, Honorary Degree Dinner, Academic Planning Days, and other major events.
  • Coursedog schedule for Arc, Parents Lounge, Keith Auditorium, and other areas that Buildings and Grounds is responsible for and post for housekeeping and Lead Grounds Worker every week.
  • In the absence of the Senior Administrative Assistant, take notes for bi-weekly meetings with Student Center representatives, Residence Life representatives, Public Safety, and Buildings and Grounds.
  • Outline action items from meetings for initiation by contractors or staff members.
Requirements
  • A minimum of a High School Diploma or equivalent is required.
  • A minimum of 2-4 years of office administration experience.
  • Basic knowledge of bookkeeping procedures.
  • Excellent interpersonal skills to effectively deal with a variety of individuals.
  • Demonstrable computing skills and efficiency utilizing computing applications on the systems and programs of the College's choice.
  • Ability to follow-up, follow-through, multi-task, set priorities, and adhere to deadlines.
Preferred Qualifications
  • Associate's degree preferred.
Additional Information

Curry College is committed to attracting and retaining a diverse staff. We honor your experiences, perspectives, and unique identity. Our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

At the College's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the College, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Employment in this position is contingent upon the successful completion of all required pre-employment background checks.

Curry College does not discriminate on the basis of sex and prohibits sex discrimination in any education program or activity that we administer, as required by Title IX and its federal regulations.

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