Staff Assistant, Facilities Operations - Worcester State University

Worcester State University

Worcester (MA)

On-site

USD 72,000 - 75,000

Full time

20 hours ago

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Benefits offered by this job

Health insurance options

Pension or 401(a) plan

Life insurance up to 8x salary

Long-term disability

Dental insurance

Vacation and sick leave

Personal days and paid holidays

Tuition remission

Job summary

Worcester State University in Worcester, MA, seeks a Staff Assistant for Facilities Operations to manage budget, purchasing, and project accounting, acting as the department's primary customer service liaison. The role supports capital and deferred maintenance projects, coordinates with vendors, and prepares monthly financial reports while ensuring compliance with state policies.

A minimum of three years in office administration is required; a related Associate’s degree is preferred, with strong

Qualifications

Three or more years of full-time (or equivalent) experience in office management, budgeting, accounting, records management or contract administration.
Proficiency with spreadsheet, word processing, and presentation software (Excel, Word, PowerPoint, Google Workspace).
Knowledge of accounting principles and state accounting practices.
Knowledge of State procurement policies.
Excellent oral and written communication and customer service skills.
Ability to pass a background and CORI check and work with diverse populations.

Responsibilities

Manage day-to-day budget, purchasing, and project accounting for Facilities budget centers and capital/deferred maintenance projects.
Prepare monthly budget-to-actual reports and assist with year-end close and budget transfers.
Coordinate with vendors and university departments to ensure compliance with procurement policies.
Maintain records, warranties, O&M manuals, specifications, and project documentation.
Provide monthly reports and financial metrics related to campus facilities costs and usage.

Skills

Office management

Budgeting

Accounting principles

Communication

Multitasking

Diversity awareness

Education

Associate's degree in Accounting

Associate's degree in Business Administration

Tools

School Dude

Job description

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Aff… Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, 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, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--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 customer service 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:

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 budget centers, 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 budget managers; 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 department leadership and staff.
(E) Provide financial metrics related to campus facilities utility, 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 Project Accounting system are current and accurate.
(E) Reconcile project accounts annually with the Senior Financial 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 procurement laws.
(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 Accounts Payable/Accounts Receivable to facilitate timely payments and resolve accounting discrepancies.
(E) Maintain relationships with local, state, and federal agencies to exchange information and coordinate activities or site visits.

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 contact lists 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, Google Workspace).
Demonstrated knowledge of accounting principles, including University and State accounting practices.
Knowledge of State procurement policies.
Excellent oral and written communication and customer service skills.
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: