FILLED – Facility Management Assistant

Date: October 10, 2023 Position Available: Facility Management Assistant Position Reports to: Executive Director of Physical Plant Services Department: Physical Plant Services FLSA Status: Non-exempt Schedule: Full-time, Monday – Friday, 8:00 a.m. – 4:30 p.m. Please apply online: https://franciscan.edu/facility-management-assistant/ POSITION SUMMARY The Facility Management Assistant manages all activities of the front office and is a vital member of the Physical Plant management team. Maintain knowledge of the intricacies of the day-to-day happenings, policies and procedures. Provide a professional, courteous and pleasant environment for all customers and staff by projecting a caring and positive image. PRIMARY RESPONSIBILITIES 1. Reconciles almost all department purchases with statements, invoices, packing slips and other documents and initiates payment processing for all budget areas. Enter all utility billings into a database. Process all contractor and consultant payment applications. 2. Provide timely and accurate payroll information to the two different payroll offices: staff and student. Provide answers to all inquiries. Maintain database records for students and staff on a monthly basis. 3. Foster a “one stop” environment to the campus community. Serve as the initial contact for all inquiries. Resolve complaints, screen, delegate and respond to calls with full knowledge of the situations. 4. Oversee the operation of the Maintenance Management software including work request acceptance, assignment and closeout. Assist the campus community with its use and expedite requests as needed by assigning the appropriate personnel. 5. Operate the key access and control system for the University in consultation with the locksmith and the Manager of Facility Management. Process and document all authorizations and distributions. Update the database regularly. Help enforce the University key policy. 6. Develop a variety of expenditure recaps for use with department metric formulations and budget preparations. 7. Management of the front office. Provide excellence in customer service. Suggest and implement changes for more effective and efficient operation. 8. Acquire and maintain knowledge of the intricacies of day-to-day operations to help maintain customer service while others are out of the office. 9. Prioritize and perform many administrative duties of the office including filing, creating Purchase Orders, mail distribution, answering phones, scheduling appointments, arranging meetings, assisting with events and hospitality needs. 10. Hire, train and evaluate student workers to assist with the work of the office. This is not intended to be an all-inclusive list. Additional duties, expectations and responsibilities may be added or changed as needed to meet the University’s needs. REQUIREMENTS Must understand, support and embrace the mission of Franciscan University of Steubenville and possess the following: Technical Skills • Fluency in the use of Microsoft Word, Excel, Outlook and PowerPoint with the ability to use other specialized programs. • Bookkeeping skills for use with purchasing, accounts payable and budget reconciliation/preparation. • Critical and strategic thinking as it relates to workflows, assignment of urgent work, requisitions for keys, emergency response, campus activities, campus planning, projects underway and other communications. • Analytical and problem-solving skills with the ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution. • Highly organized. Ability to set priorities, produce timely results and meet deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy. • Communicate effectively both in writing and verbally utilizing good grammar. Proofreading support of other team members. Non-Technical Skills & Competencies • Understands, embraces, lives, and advances the University’s Catholic and Franciscan Mission. Takes specific steps to visibly witness and champion the University’s values/charisms; inspires and challenges others to express and support these values through their daily lives and work. • Effectively apply the required policies and procedures that are related to a given task. Consistently check work for accuracy, completeness and appropriateness. Ask questions as needed to clarify the task. • Have a customer service focus, dedicated to meeting the expectations and requirements of internal and external customers. Display a sense of responsiveness to customer’s needs, inquiries and requests. Anticipate a customer’s needs as much as possible, and recommend optimal solutions. • Action Oriented. Display initiative. Doesn’t wait to be told to do something. Gets involved. Identifies roadblocks that can impede a task. • Drive for results. Can be consistently counted on to follow through, meet commitments and deliver results. • Consistently demonstrates proficiency in the required technical or functional skills or knowledge. Pursues continuing training as needed. Education and Experience • Minimum of a high school diploma. An Associates degree in business or accounting is preferred. Background in accounting, business management or bookkeeping is very helpful. • Five years of experience in an Office Manager type of position in a busy environment is desired. Workplace Factors • Maintain the confidentiality and sensitivity of various communications and materials. Candidates must submit an online application, a resume and a cover letter that demonstrates their fit for the position based on their experience, accomplishments and skills as well as their desire to advance the mission of Franciscan University. Please apply online: https://franciscan.edu/facility-management-assistant/ For other information and job postings, visit our website at https://www.franciscan.edu Franciscan University of Steubenville is committed to principles of equal opportunity and is an equal opportunity employer.