Staff Assistant, Facilities Operations

Worcester State University

Worcester (MA)

Presencial

USD 72.000 - 75.000

Jornada completa

Hace 9 días

Una candidatura completa en un minuto

Currículum y carta de presentación personalizados, listos para enviar.

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Ventajas ofrecidas por este puesto de trabajo

Health insurance options

Pension or 401(a) plan

Life insurance

Long-term disability

Dental insurance

20 vacation days per year

15 sick days per year

5 personal days per year

Paid holidays

Tuition remission

Descripción de la vacante

Worcester State University is seeking a Staff Assistant in Facilities Operations to provide comprehensive administrative and financial support. The role manages day-to-day budget, purchasing, and project accounting for capital and deferred maintenance projects, while serving as the primary customer-service representative for the department.

The ideal candidate will have 3+ years of office management experience, strong Excel/Word/PowerPoint skills, and knowledge of university accounting

Formación

At least three (3) years of full-time or equivalent part-time experience in office management, budgeting, accounting, or records management.
Proficiency with spreadsheet, word processing, and presentation software (Microsoft Excel/Word/PowerPoint; Google Workspace).
Knowledge of accounting principles, University and State practices, and procurement policies.

Responsabilidades

Create and manage blanket orders and purchase orders for Facilities budget centers.
Process department invoices with correct codes and documentation for timely payment.
Track POs, blanket orders, expenses, and draw-down values for capital and deferred maintenance projects.
Prepare monthly budget-to-actual reports for budget managers.
Assist with fiscal year-end close and provide ad hoc financial reports.

Conocimientos

Communication skills

Organizational skills

Budgeting

Educación

Associate's degree in Accounting or Business Administration

Herramientas

Microsoft Excel

Microsoft Word

PowerPoint

Google Workspace

Descripción del empleo

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciencesuniversity with a long tradition of academic excellence dating backto 1874, as well as an Affluent Action/Equal OpportunityEmployer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centeredprogramming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, RhodeIsland. Our 58-acre campus is nestled in the residential northwestside of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges anduniversities. Over 6,000 of those students attend WorcesterState--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about.

Job Description:

OFFICIAL TITLE:

Staff Assistant, Facilities Operations

SUPERVISION RECEIVED:

Executive Director for Facilities Operations and Capital Planning

SUPERVISION EXERCISED:

May supervise student employees and volunteers

General Statement of Duties:

The Staff Assistant provides comprehensive administrative and fiscal support to the Facilities Department. This position manages day-to-day budget, purchasing, and project accounting activities, including capital and deferred maintenance projects. This position serves as a primary customerservice representative for the department, responding to inquiries, coordinating with vendors, and collaborating with departments across the University. The role requires strong organizational, accounting, financial, and communication skills, as well as the ability to manage multiple priorities independently.

Responsibilities:

(E) = Essential

1. Financial, Budget, and Purchasing Operations

(E) Create and manage blanket orders and purchase orders for all Facilities budget centers, including State-supported capital and deferred maintenance projects.

(E) Process all department invoices, ensuring correct budgetcenters, object codes, and required documentation for accurate and timely payment.

(E) Track purchase orders, blanket orders, expenses, and draw-down values for capital and deferred maintenance projects.

(E) Process payment applications for University bid projects.

(E) Prepare monthly budget-to-actual reports for budgetmanagers; identify funding deficiencies and recommend and process budget transfers.

(E) Assist budget managers with fiscal year-end close in accordance with the University fiscal calendar.

(E) Prepare ad hoc financial and budget reports for departmentleadership and staff.

(E) Provide financial metrics related to campus facilitiesutility, maintenance, and usage costs.

2. Project Accounting and Records Management

(E) Create, maintain, and reconcile all capital and deferred maintenance project records. Ensure those projects in the ProjectAccounting system are current and accurate.

(E) Reconcile project accounts annually with the SeniorFinancial Accountant - Projects Accounting in Fiscal Affairs and provide all required supporting documentation.

(E) Maintain historical records of purchase orders and invoices.

(E) Maintain data base of warranties, O&M manuals,specifications, plans, and related electronic files.

(E) Maintain organized storage of project records in the Facilities plan room; coordinate back-scanning and plan conversion to CADD as needed.

3. Vendor, Contract, and Interdepartmental Coordination

(E) Coordinate with vendors to obtain required documentation and ensure compliance with University and State procurementlaws.

(E) Maintain Facilities vendor contract databases, including contract terms, values, durations. Review invoicing to ensure compliance service frequency and costs. Resolve discrepancies with vendors.

(E) Maintain working relationships with AccountsPayable/Accounts Receivable to facilitate timely payments and resolve accounting discrepancies.

(E) Maintain relationships with local, state, and federalagencies to exchange information and coordinate activities or sitevisits.

4. Reporting and Department Support

(E) Provide monthly reports to trades and grounds staff on blanket orders, purchase orders, and available funding.

(E) Create and maintain spreadsheets to track costs and financial data as requested by University leadership.

(E) Create and prepare all departmental travel authorization requests and expense reimbursements.

(E) Schedule meetings and maintain department emergency contactlists and organizational charts.

(E) Coordinate department uniform purchases, including sizing, vendor communication, and distribution in accordance with collective bargaining agreements.

(E) Serve as backup to the Clerk IV by triaging service calls and creating work orders.

(E) Report to campus during facilities emergencies to provide administrative support as needed.

5. Professional Conduct and Institutional Responsibilities

(E) Demonstrate professionalism, civility, and a customer-service-oriented approach.

(E) Contribute to the University Strategic Plan and Equal Opportunity/Affirmative Action objectives.

Perform other duties as assigned.

Requirements:

Required Qualifications:

At least three (3) years of full-time (or equivalent part-time) experience in office management, office administration, business administration, or business management, including responsibilities such as purchasing, budgeting, accounting, records management, contract administration; or an equivalent combination of education and experience.

Proficiency with spreadsheet, word processing, and presentation software (e.g., Microsoft Excel, Word, PowerPoint, GoogleWorkspace).

Demonstrated knowledge of accounting principles, including University and State accounting practices.

Knowledge of State procurement policies.

Excellent oral and written communication and customer serviceskills.

Experience working with diverse populations and the ability to maintain effective working relationships.

Strong organizational skills with the ability to manage multiple priorities independently.

Ability to perform essential functions with or without reasonable accommodation.

Ability to successfully pass a background and CORI check.

Preferred Qualifications:

Associate's degree in Accounting or Business Administration.

Experience supporting or managing facilities or operational budgets.

Experience with Project Accounting systems and work order management software (e.g., School Dude).

Knowledge of institutional facilities trades and materials (e.g., HVAC, electrical, plumbing, carpentry).

Experience working in a collective bargaining environment.

Additional Information:

This is a full-time, benefited, exempt, APA professional position. The firm annual salary range for this position is $72,000.00-$75,000.00, commensurate with relevant professional experience and education.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes: