Facilities Department Administrative Assistant

SJIS kids; South Dakota; Sur place; USD 25 000 - 30 000; Plein temps

Résumé du poste

SJIS kids is seeking an Administrative Assistant to support the Facilities Department by organizing daily operations, handling scheduling, and ensuring clear communication across teams.

The role involves updating maintenance schedules, preparing reports, managing vendor communications, and assisting with events and property logistics. A strong owner mindset and confidentiality are essential.

Qualifications

• High school diploma required; related degree and experience preferred.
• Strong interpersonal, organizational, and communication skills.
• Proficient in Microsoft Word and Excel; ability to learn systems and tools.
• Maintains confidentiality and professionalism in all interactions and record-keeping.

Responsabilités

• Provides direct administrative support to the Facilities Leadership Team.
• Coordinates meetings, inspections, and vendor appointments, including calendar invites and room scheduling.
• Maintains and updates work, project, and preventative maintenance schedules.
• Prepares reports and operational schedules to support department planning.
• Attends departmental meetings, takes minutes, and assists with Facilities communications.
• Maintains department policies and procedures in PolicyTech.
• Assists in organizing inspection records, compliance documentation, and safety reports.
• Manages the Requisition (RQ) process: prioritizes requests, creates work orders, and communicates status updates.

Connaissances

Interpersonal skills

Organizational skills

Communication skills

Word processing

Excel

Formation

High school diploma

Related degree (preferred)

Outils

PolicyTech

PaperSave

Description du poste

Facilities Department Administrative Assistant

The Administrative Assistant plays a key role in supporting the Facilities Department by managing daily operations, organizing information, and ensuring clear communication and follow-through on tasks and projects. This is a nonexempt position.

Accountability

Reports to: Facilities Manager

Core Responsibilities

1. Administrative Support & Scheduling

• Provides direct administrative support to the Facilities Leadership Team.
• Coordinates meetings, inspections, and vendor appointments, including calendar invites and room scheduling.
• Maintains and updates work, project, and preventative maintenance schedules.
• Prepares reports and operational schedules to support department planning.
• Attends departmental meetings (e.g., Supervisor and Residential Monthly Meetings), takes minutes, and assists with Facilities-related communications.

2. Policy & File Management

• Maintains department policies and procedures in PolicyTech.
• Assists in organizing inspection records, compliance documentation, and safety reports.
• Maintains organized files, including correspondence, purchase records, bids, and legal documents.

3. Work Order & Request Management

• Manages the Requisition (RQ) process: prioritizes requests, creates work orders, and communicates status updates.
• Inputs and updates data in department systems related to work orders and project tracking.

4. Purchasing & Vendor Coordination

• Coordinates online and phone orders for Facilities.
• Tracks inventory of maintenance and office supplies; restocks or notifies the appropriate staff as needed.
• Communicates with vendors to confirm product availability, pricing, and delivery timelines.
• Works with Accounting to ensure accurate invoice processing, coding, and resolution of items.
• Submits and tracks invoices through PaperSave for proper routing and approval.

5. Event & Project Support

• Prepares surplus property for the annual campus auction (inventorying, numbering, and coordination with the Thrift Store and bidders).
• Supports Facilities logistics for annual events such as the Powwow, including staff scheduling, transportation coordination, and day‑of setup.

6. Rotation Scheduling

• Maintains and updates rotation schedules for campus-wide replacements (e.g., carpet, furniture, mattresses, paint).

7. Department Communication and Support

• Serves as a point of contact for internal and external Facilities inquiries; relays physical plant issues and routes service calls.
• Provides backup support for campus key distribution and guest housing coordination.

8. Other Duties

• Performs other responsibilities as assigned by the Facilities Manager.

Qualifications

• High school diploma required; related degree and experience preferred
• Strong interpersonal, organizational, and communication skills.
• Proficient in Microsoft Word and Excel; ability to learn systems and tools.
• Maintains confidentiality and professionalism in all interactions and record-keeping.

Physical Demands

• Requires frequent and prolonged use of both hands and wrists.