Administrative Assistant, Facilities Administration & Planning

University of North Alabama (UNA); Florence (AL); On-site; USD 35,000 - 42,000; Full time

Job summary

University of North Alabama (UNA) seeks a full-time Facilities Administrative Assistant to provide clerical and administrative support to the department of facilities administration and planning, including executive leadership and department heads.

Responsibilities include processing work order requests, front desk operations, scheduling, filing, data entry in university databases, room reservations via Mazevo, and assisting with training student employees.

Qualifications

• High school diploma/equivalent is required.
• Some college education is preferred.
• One to two years of related experience is required.

Responsibilities

• Provide clerical and administrative support for the department by answering phones, routing emails, greeting guests, routing department mail, and managing department calendars, and room reservations.
• Assist in managing front desk operations and in resolving day-to-day issues called to the attention of the department.
• Assist with training and management of student employees.
• Receive, log, and track maintenance requests using Limble.
• Coordinate, maintain vehicle registrations, license and maintenance records.

Skills

Clerical support

Phone & email handling

Customer service

Calendar management

Student staff supervision

Education

High school diploma or equivalent

Some college preferred

Tools

Limble

Mazevo

University databases

Job description

This position is responsible for providing support to the entire department of facilities administration and planning, including the executive director, director, and department heads of maintenance, environmental services, and grounds maintenance. Responsibilities include processing all campus work order requests, correspondence, front desk monitoring, and monthly/annual reports. Sponsorship is not available for this position.

• Provide clerical and adminsitrative support for the department by answering phones, routing emails, greeting guests, routing department mail, and managing department calendars, and room reservations;
• Assist in managing front desk operations and in resolving day-to-day issues called to the attention of the department;
• Assist with training and management of student employees;
• Receive, log, and track maintenance requests using Limble;
• Coordinate, maintain vehicle registrations, license and maintenance records;
• Assist with vehicle reservations;
• Drafting correspondence, managing filing systems, and entering data into university databases;
• Administer distribution of gasoline to motor pool vehicles;
• Maintain facilities email account and department calendar;
• Assist with department events and meetings;
• Maintain stock of office supplies, managing departmental budgets/purchasing cards, and tracking equipment;
• Serving as a primary point of contact between faculty, students, staff, and campus visitors;
• Schedule training room through campus room reservation software, currently Mazevo;
• Perform all other duties as assigned;

ADDITIONAL DUTIES:

• Receive, log, and track maintenance requests using Limble;
• Assist with work order communication.
• Serve as a backup for shipping and receiving.

• High school diploma/equivalent is required;
• Some college education is preferred;
• One to two years of related experience is required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

None