Administrative Assistant, Facility Services

Student Activities Board; Grantham; On-site; GBP 40,000 - 60,000; Full time

Job summary

A university's Facility Management team in Grantham seeks an Administrative Assistant. This role includes overseeing administrative functions, managing student work-study programs, and compiling departmental data. Applicants should have a high school diploma, with an associate's degree preferred and 1-2 years of administrative experience. Strong organizational and customer service skills are essential. This full-time position offers a collaborative environment with opportunities to positively impact student success.

Qualifications

• High school diploma required; associate’s preferred.
• 1-2 years of administrative support experience required.
• Strong organizational and customer service skills.

Responsibilities

• Oversee the administrative functions of the Facility Services Office.
• Manage the student work-study program.
• Compile department data for reports and meetings.
• Ensure compliance with regulatory records.
• Monitor budgetary compliance and approve payments.

Skills

Effective communication

Excellent customer service

Organizational skills

Computer proficiency

Ability to work independently

Knowledge of TMA work order system

Education

High school diploma or equivalent

Associate’s degree or equivalent experience

Tools

Banner

Excel

TMA programs

Computerized Management Software

Job description

Position Details

Position Title: Administrative Assistant, Facility Services

Classification: Staff Employee Group Staff, Non‑Exempt, Full‑Time (1560‑2080 hours), Annual Hours 2080, # of Months 12, Hours Per Week 40

Campus: Main Campus (Grantham)

Work Dates: July 1 – June 30

Position Summary

Manage the daily activities and office functions for the Facility Services departments. Provide support for the Facility Services Director, Director of Buildings and Grounds, two Facility Services managers and six supervisors. Establish and maintain a reputation for departmental excellence in customer service. Attend weekly Facility Manager coordination meetings and CBS leadership meetings.

Education and Experience Requirements

Education Required: High school diploma or equivalent.

Education Preferred: Associate’s degree or equivalent experience.

Experience Required: 1‑2 years of administrative support/secretarial experience.

Preferred Skills, Characteristics, Required for Position

• Ability to communicate effectively across departments and with various constituencies, including external contacts
• Excellent customer service skills including the ability to deal effectively with difficult situations
• Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities
• Strong computer proficiency including the ability to work independently in Banner, Excel and various databases as well as understand basic web design
• Ability to work independently
• In‑depth knowledge of TMA work order system, Facility AuditMate program for deferred maintenance
• Strict adherence to confidentiality

Special Working Conditions

N/A

Driving Requirements

N/A

Duties – Primary

• Oversee the administrative functions of the Facility Services Office and fill in for others when needed.
• Manage the student work‑study program for the Facility Services departments. Coordinate and hire 46 school‑year work studies and 32 summer work studies who work for Campus and Building Services along with 7 Laundry student workers. Work with Student Employment on completing all student paperwork and assigning student jobs. Responsible for all correspondence to student workers and supervisors (payroll questions, schedule questions, staffing issues, student issues). Disciplinary counseling for underperforming student workers. Liaison between student workers, supervisors, Student Employment and payroll.
• Gather, compile, perform calculations, and summarize department data for reports and meetings and serve as an information source for department directors, managers, and supervisors. Ensure all correspondence and reports sent from the Facility Services Departments are accurate and complete.
• Maintain records that relate to compliance with OSHA, Department of Transportation, Department of Environmental Protection, and facility key distribution records, as well as other regulatory agencies.
• Monitor updates to policies and procedures for the Facility Services departments including quarterly updates to regulatory policies and procedures.
• Work with the Director, Assistant Directors, and support services managers to monitor budgetary compliance. Approve invoices for payment.
• Responsible for using and managing the Computerized Management Software.
• Serve as TMA System Administrator for all TMA programs (Key Services, Grounds Services, Facility Maintenance, and Campus and Building Services).
• Train Facility Maintenance, Campus and Building Services, and Grounds staff on any TMA program changes.
• Provide support for and monitor the computerized key management system.
• Assist with the development and implementation of the Safety Program.
• Oversee updates to the Facility Services website and Project website.
• Assist in the completion of annual program reviews and program updates.
• Serve on committees as assigned.
• Work with budgets of the department – complete PO’s as needed.
• Process timesheets for Campus and Building Services staff and student workers checking for errors. Keep track of time‑off requests to ensure they agree with timesheets and balances on each account.
• Maintain consistent and reliable attendance.

Duties – Secondary

• Schedule appointments and meetings as needed for Director, managers, and staff in Facility Services.
• Check references for the interview process.
• Process and place uniform orders when needed.
• Back up for utility bill payment process.
• Other duties as assigned.

Diversity Commitment

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” Candidates should clearly articulate why diversity and inclusive excellence matter to them as individuals of faith and to their profession, and discuss how they will contribute to this vision through teaching, service, and public engagement.

Applicant Documents

Required Documents:

• Cover Letter / Letter of Interest
• Resume

Optional Documents:

Human Resources: One University Avenue Suite 3015 Mechanicsburg PA 17055; 717‑796‑5300
Student Employment: One University Avenue Suite 3015 Mechanicsburg PA 17055; 717‑796‑1800 x.2900