Location: Louisville, KY Category: Staff Positions Posted On: Tue Feb 4 2025 Job Description:
The Administrative Assistant, Facilities Management, plays a key role in providing administrative support to the Director and the Facilities Management team. This position is a full-time in-office position, though limited remote work may be possible in certain circumstances with supervisor approval. - Provide excellent customer service to university staff, faculty, and students regarding facilities-related inquiries and service requests.
- Provide administrative assistance for the Office of Facilities Management by managing calendars, scheduling meetings, and preparing agendas.
- Address concerns and escalate issues to the appropriate personnel when necessary.
- Organize and maintain files, both physical and electronic, ensuring all documents are easily accessible and properly archived.
- Answer phone calls, handle emails, and respond to inquiries, directing them to appropriate staff members as needed.
- Oversee work order system and assist others with training and/or problems encountered using work order system.
- Meeting and Event Coordination:
- Schedule and coordinate internal and external meetings, including booking meeting spaces and preparing materials.
- Take detailed meeting minutes, as requested, and distribute them in a timely manner.
- Assist in organizing departmental events, including training sessions, conferences, workshops and special events.
- Document Preparation and Reporting:
- Prepare and proofread documents, reports, presentations, and correspondence for the Director, ensuring accuracy and professionalism.
- Assist in compiling and analyzing data for monthly, quarterly, and annual reports.
- Manage and update Facilities Management databases, tracking service requests, work orders, and project statuses.
- Facilities Coordination and Support:
- Serve as a liaison between the Director and internal/external stakeholders, including contractors, vendors, and university departments.
- Assist in coordinating facilities-related projects and ensuring proper documentation and tracking of project timelines.
- Manage and maintain the Facilities Management office's supply inventory, ordering materials and equipment as necessary.
- Financial and Budget Support:
- Assist with the preparation of budget documents and track departmental expenditures.
- Process invoices and purchase orders in accordance with university policies.
- Assist in reconciling budgets, ensuring all financial documentation is up-to-date and accurate.
- Special Projects:
- Support the Director and Facilities Management team with special projects and initiatives as assigned.
- Coordinate cross-departmental collaboration, ensuring tasks and projects are completed on time.
Job Requirements:
- High School diploma
- Experience with Microsoft office
- Two years of full time office experience
- Experience with work order systems and processing purchase orders
- Experience scheduling meetings and fielding phone calls
- Experience with accounting and creation of spreadsheets
Additional Information:
Bellarmine University is committed to core values of diversity, equity and inclusion and embraces diversity in our workforce among members of faculty, staff and administration. We remain committed to affirmative actions, policies, procedures and attitudes necessary to continue to build and retain a diverse and equitable workforce. We will demonstrate a fully realized and lived commitment to equity and inclusion, empowering all members of our increasingly diverse community and supporting them to achieve their full potential. As part of Bellarmine's commitment to diversity, equity and inclusion, we will seek to ensure that all aspects of employment, including recruitment, selection, job assignment, training, compensation, benefits, discipline, promotion, layoff and termination processes remain free of discrimination based upon race, color, national origin, religion, sex, age, creed, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other protected class. Apply Online |