Administrative Assistant 3, Facilities Department

• Maintain and administer sustainable/energy use activities for the department like Energy Star software, DDC, CLOCKWORKS and departmental benchmarking;
• Perform complex scheduling including independently prioritizing needs of clients and facilities resources;
• Administer the Direction/dispatching the work of others;
• Create monthly expense invoices for third party entities on campus as necessary;
• Serves as the departments subject matter expert in CTC Link program;
• Perform complex scheduling including independently prioritizing needs of clients and facilities resources;
• Work with maintenance and public safety department for key cutting requests and key cut record keeping;
• Solely operates the functions and activities of the facility's front office with little to no direct supervision;
• Decides best initial course of action for the facilities department when receiving work and prioritize urgent or life safety needs/responses; 
• Provide reports and track key metrics for the department as necessary.

Administrative Support and Project work - 34%

• Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration;
• Provides assistance to Capital Project Manager in development and execution of campus projects;
• Represents management and serves as the primary contact in scheduling meetings, facility allocations;
• Develops employee training programs/courses, visual aids, or other materials, schedules and coordinates presentations and/or training;
• Coordinates with other departmental staff members on administrative practices and procedures;
• Serves as liaison between Front office operations and other staff; members, relaying assignments and requesting status information;
• Provides secretarial support to supervisor; coordinates office operations, keeps supervisor's calendar; makes travel arrangements; transcribes minutes, screens calls and visitors;
• Provide excellent customer service to vendors, contractors, staff, faculty, students and all guests of the college; 
• Answers telephone and e-mails and responds appropriately and timely;
• Maintain general supplies and distribute the mail within the department;
• Files and archives documents for purchases, contracts and services;
• Prepare drafts of potential signage to coordinate with sign vendors and keep the signage binder up to date with current products used.

Finance and Budget - 15%

• Establishes procedures and interprets and applies administrative policies to the work of the Facilities Department;
• Prepares purchase orders and requisitions, reconciles and processes payments for goods and services for the department;
• Maintains and updates online work order requests, forwards work orders and requests to appropriate supervisors/managers;
• Renews annual blanket purchase orders with vendors and updates contact list. Tracks the annual dollars of contracts/services used by individual vendors;
• Monitors budget status and expenditures including campus utilities;
• Prepares reports, budget, contract, or grant proposals for the Director of Facilities.

• Communicate effectively, both written and verbally;
• Maintain confidentiality;
• Coordinate and prioritize duties to meet deadlines;
• Work in an environment with individuals of various cultures and backgrounds;
• Maintain high ethical standards;
• Operate office equipment; 
• Interpret and apply policies, laws and procedures from the college and state;
• Respond to customer needs in a timely and efficient manner;
• Adapt to changing operational needs of the department and perform other duties as assigned;
• Learn and utilize the CTC Link program for daily department and college operations;
• Use Microsoft Office Suite including but not limited to Word, Excel, and Outlook.