Administrative Assistant I - Facilities Management
Salary:
Commensurate with experience
Benefits: Generous
benefits include paid time off including holidays and vacation, retirement
match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: Facilities Management
Position Status: Full-time
Hours: Varied
Position Number: 002428/30-474
FLSA Status: Non-exempt
POSITION
SUMMARY:
This is complex clerical work requiring the exercise
of professional judgment, progressive computer skills, and the ability to
communicate clearly with staff, students, and the public. Work of this class
requires a high degree of independent judgment and maintaining confidentiality
for the various projects and functions that are performed by Facilities
Management staff. Job responsibilities are expanding with the new CMMS system,
Team Dynamix, combined with existing front line department and campus support.
DUTIES AND RESPONSIBILITIES:
Provides coverage to the Facilities
Management front office operations. Primary point of contact for Facilities
phone, door and emails.
Provide support with multiple aspects of utility
processing, reporting, maintenance and analysis.
Contributes to the use of the existing CMMS
(Computerized Maintenance Management System) Team Dynamix by monitoring and
dispatching work orders. Also assists with the creation and distribution of
reports from the system.
Provide clerical support to Facilities Management
supervisors, administrators and other staff, both Union and non-Union
employees, and student aides as assigned with strong attention to detail.
Provide computer support for
various department programs. These include: Team Dynamix, Sitemaster, Watchdog,
Kronos, Microsoft 365, etc.
Provide support and coverage
to various committees and programs across campus. Examples include: University
Safety, Labor-Management, Facilities Partners and Tech Partners.
Performs related work as
assigned and required.
SUPERVISORY RESPONSIBILITIES:
Supervises
student employees only.
REQUIREMENTS:
Minimum qualifications:
High School Diploma or equivalent.
3-5
years of work-related experience.
Preferred qualifications:
Associate's degree from an accredited institution.
Strong organizational and analytical skills.
Considerable experience in general clerical work, supplemented by courses
in business education.
Knowledge of
mechanical, electrical, H.V.A.C., plumbing and building service systems.
Supervision of
student aides.
Alternately, the successful candidate may possess any equivalent combination of
experience and training, which provides the knowledge, skills and abilities
required to perform the essential job functions. This includes, but is not
limited to, the following:
Considerable
knowledge of Microsoft 365 (Office Suite) is essential. Visio, Omni-Form,
Sitemaster, and Kronos are additional software required in completion of
departmental responsibilities. Also have the ability to learn new software and
assist department staff in the implementation and utilization of software
packages.
Excellent
organizational, oral and written communication skills combined with the ability
to maintain complex clerical records, prioritize and perform several tasks
simultaneously, use independent judgment in making decisions and prepare
reports with strong attention to detail.
Ability to
establish and maintain effective working relationships with students and their
parents, administrative and support staff throughout the University, various
outside contacts (vendors) and the general public by providing exceptional
service and related follow-up to all customers.
Willingness to
work flexible schedules with demonstrated dependability and reliability.
Completion of assigned professional development classes within the first 2 years of
employment.
Demonstrated
commitment and ability to interact successfully with a variety of constituents
within and outside the campus community.
Remote work will
follow University TAP 54, https://www.duq.edu/about/policies-and-initiatives/the-administrative-policies/tap-54.php, and is at the supervisor’s discretion.
Ability to establish and maintain effective working relationships with the
University Community.
Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community.
APPLICATION
INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
Duquesne University was founded in 1878 by its sponsoring religious community,
the Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.