The Administrative Assistant will perform a wide range of administrative and office support activities for the Facilities Management department's managers, supervisors, and other employees in order to facilitate the efficient operation of the organization. Administrative support includes, but not limited to: University key control, work order management, project management, accounting, purchasing, committee meetings, clerical, etc.
- Answer, screen and transfer inbound phone calls.
- Receive and direct visitors and clients.
- Photocopying, fax, and mailings.
- Maintain office supply inventories.
- Prepare and modify documents including correspondence, reports, drafts, and memos.
- Schedule and coordinate meetings and appointments.
- Prepare agendas for meetings.
- Key control management - Maintain key inventory for university staff, students and faculty.
- Work Order management - Maintain and update work order software.
- Accounting and purchasing - Enter purchase requisitions, accounts payable and journal entries.
- Uniform management - Schedule and coordinate uniform fittings and place orders for uniforms.
- Other duties as assigned.
SUCCESSFUL APPLICANTS WILL DEMONSTRATE A COMMITMENT TO CULTURAL DIVERSITY AND THE ABILITY TO WORK WITH INDIVIDUALS OR GROUPS FROM DIVERSE BACKGROUNDS.
EMPLOYMENT AT VALPARAISO UNIVERSITY WILL REQUIRE A CRIMINAL BACKGROUND CHECK.
TO BE CONSIDERED FOR THIS POSITION YOU MUST UPLOAD:
- Cover letter
- Resume
- List of 3 professional references
- Answer all the application questions
PLEASE ADDRESS COVER LETTER TO:
Sandra Gonzalez, Director of Business Operations
Valparaiso University
Facilities Management
Valparaiso, IN 46383
Required Skills
- Excellent organizational and interpersonal skills.
- Must have in-depth knowledge of Microsoft Word and Excel
- Must be able and willing to learn software, such as SchoolDude, SimpleK, and FuelMaster.
Required Experience
- High School Diploma required. Some post-secondary education required; 2-4 year degree preferred.
- 2-3 years of computer experience.
- 3-5 years of office experience.
- Work experience in Higher Education or in an educational field is a plus.