Facilities Administrative Assistant

Embry-Riddle; Daytona Beach (FL); On-site; USD 17,000 - 29,000; Full time

Benefits offered by this job

Time off

Tuition coverage

Retirement plan

Personal leave

Job summary

Embry-Riddle Aeronautical University is seeking an organized Facilities Administrative Assistant to support the Daytona Beach Campus Facilities Management department. You will handle administrative coordination, payroll processing, event support, utility management, and departmental operations across multiple facilities units.

The role requires strong organizational skills and a collaborative approach to support university events and projects.

Qualifications

• Education: High school diploma or GED.
• Area of concentration: Reading comprehension, business communication, or related administrative skills.
• Experience: Three to five years of administrative support experience.

Responsibilities

• Coordinate facilities support for special events, including work order creation, resource coordination, and billing support.
• Process and reconcile payroll and timecard records using Workday and AssetWorks.
• Manage the WEX fuel card program, elevator certifications, and departmental administrative assessments.
• Track, code, and process utility bills; maintain records and coordinate with vendors on billing issues.
• Assist leadership with maintenance project coordination, estimates, and departmental communications.
• Coordinate training registrations, certifications renewals, meetings, recognition programs, and events.

Skills

Microsoft Office

Communication

Time management

Customer service

Independent work

Education

High school diploma or GED

Tools

Workday

SharePoint

AssetWorks

Scheduler

Job description

Job Description Opportunity The Facilities Administrative Assistant plays a critical role in supporting the daily operations of Embry-Riddle Aeronautical University's Facilities Management department. This position serves as a central resource for administrative coordination, payroll processing, event support, utility management, and departmental operations across multiple Facilities units. The successful candidate will work closely with Facilities leadership and campus partners to ensure efficient operations, exceptional customer service, and seamless support for university events and projects. This is an excellent opportunity for a highly organized professional who enjoys managing multiple priorities, working collaboratively, and contributing to the success of a dynamic facilities organization.

Key Responsibilities

• Coordinate Facilities Management support for special events held on the Daytona Beach Campus, including work order creation, resource coordination, and billing support.
• Process and reconcile payroll and timecard records for Facilities Management employees using Workday and AssetWorks systems.
• Manage the WEX fuel card program, annual elevator certifications, and departmental administrative assessments.
• Track, code, and process utility bills, maintain records, and coordinate with vendors regarding billing issues.
• Assist Facilities leadership with maintenance project coordination, estimates, and departmental communications.
• Coordinate employee training registrations, certification renewals, departmental meetings, recognition programs, and special events.
• Provide administrative support to Facilities Management leadership and serve as a backup for Service Center operations as needed.
• Perform other duties as assigned.

About us

For over 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries. Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow. Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence—and help shape the future of aerospace.

Benefits

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution - with no vesting period.
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Compensation

The hourly rate for this role is up to $20.50. The final offer will be based on the candidate’s skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications Required

• Education High school diploma or GED equivalent.
• Area of Concentration Reading comprehension, composition, business communication, or related administrative skills.
• Required Experience Three to five years of administrative support experience.

Required Skills, Knowledge & Abilities

• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and other Windows-based software.
• Ability to learn and utilize enterprise systems such as Workday, SharePoint, AssetWorks, Scheduler, and related applications.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy, particularly in payroll, billing, and recordkeeping functions.
• Ability to work independently while maintaining effective relationships with internal and external stakeholders.
• Demonstrated customer service skills and the ability to support a fast-paced operational environment.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry-Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry-Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.

Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.