Facilities Services Administrative Assistant at Whitman College

Whitman College; Walla Walla (WA); On-site; USD 21,000 - 28,000; Full time

Job summary

Whitman College seeks a Facilities Services Administrative Student Assistant to handle basic office duties, answer phones, manage the walk-up window, and support the vehicle reservation system.

You will greet visitors, track supplies, process invoices, assist with warehouse organization, and help with driver files and safety training in a fast-paced office environment.

Qualifications

• Sophomore student currently enrolled at Whitman College.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Ability to quickly learn new software (e.g., Agile Fleet).

Responsibilities

• Greet visitors and direct them to staff.
• Manage vehicle/key pick-ups and deliveries.
• Oversee key checkout procedures for contractors.
• Scan and distribute invoices.
• Assist with organizing warehouse and campus distribution.
• Support fleet scheduling and driver file maintenance.
• Ensure Driver's Safety training completion.
• Submit monthly copier count reports.
• Complete additional projects as needed.

Skills

Interpersonal skills

Confidentiality

Software learning

Organizational skills

Attention to detail

Fast-paced environment

Problem solving

Team collaboration

Regulatory knowledge

Education

Sophomore student (Whitman College)

Tools

Microsoft Office Suite

Google Workspace

Job description

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Facilities Services Administrative Assistant

JOB TITLE: Facilities Services Administrative Assistant
PAY RANGE: $17.13-$17.13/hour
START DATE: October 12, 2026

JOB PURPOSE:
The Facilities Services Administrative Student Assistant will provide basic administrative duties, phones, walk-up window, warehouse organization, and support Whitman's vehicle reservation system.

PRINCIPAL ACCOUNTABILITIES

• Greet visitors to the office and direct them to the appropriate staff member.
• Monitor the walk-up window for vehicle/key pick-ups and deliveries.
• Ensure proper key checkout procedures for contractors.
• Scan and distribute invoices to the correct departments for processing.
• Provide information to college departments, the public, contractors, and vendors.
• Track office supplies, place supply orders, and maintain office organization.
• Field calls and submit work orders on line and radio issues to the appropriate team members
• Work with the Fleet software for scheduling use of fleet vehicles and maintain certified driver files.
• Ensure all college vehicle operators complete Driver's Safety training with the Environmental, Health, and Safety Department.
• Submit monthly copier count reports.
• Assist with organizing warehouse receivables and campus distribution.
• Complete additional projects as needed.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Individuals must be able to explain and demonstrate that they possess the knowledge, skills and abilities to safely perform the essential functions of the job, with or without reasonable accommodation:

• Strong interpersonal and communication skills (written and verbal).
• Ability to maintain confidentiality and handle sensitive information.
• Ability to learn new systems and software with hands-on training.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Attention to detail and high accuracy in work.
• Capability to work in a fast-paced, dynamic environment.
• Problem-solving skills and initiative in handling new projects.
• Collaborative team player committed to diversity, equity, and inclusion.
• Knowledge of relevant federal, state, and local regulations.

EDUCATIONAL BENEFITS TO BE DERIVED BY STUDENTS IN THIS JOB:

The student in this role will have the opportunity to experience a fast-paced professional office environment. As a result of serving in this role, they will strengthen their attention to detail and ability to follow instructions, regularly practice strong interpersonal skills, regularly utilize their writing skills, gain experience in using various information systems, and learn about various functions of Facilities Services and our vehicle reservation system.

MINIMUM QUALIFICATIONS

• Must be at least a sophomore student currently enrolled at Whitman College.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Ability to quickly learn new software (e.g., Agile Fleet).

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
Primarily office-based with occasional outdoor work. The role may require lifting up to 25 pounds and performing physical tasks such as walking, standing, kneeling, and bending.

SUPERVISOR NAME: Ceana Pacheco, Facilities Services Administrative Manager, and/or Tony lchsan, AVP for Facilities Services
SUPERVISOR PHONE NUMBER: 509-527-5999
DATE POSTED: September 24, 2026