Facilities Assistant

The Facilities Assistant provides high-level administrative support in a complex environment to ensure the day-to-day fulfillment of the responsibilities of facilities operations. This position reports operationally to the Executive Assistant and works in tandem with, complements and supports the responsibilities of the facilities operations as well as the Executive Assistant. The purpose of this role is to provide broad clerical and administrative support for the day-to-day operations, including, but not limited to, processing work orders, purchase orders, contract administration, receptionist duties, event coordination, mailings, communications, correspondence, and required forms for travel needs. Work is specialized and of a highly sensitive and confidential nature.

DUTIES AND RESPONSIBILITIES: 

·         Reporting to the Executive Assistant, provides facilities operations support to the Facilities Manager and administrative support to the   functions of the Executive Office, and executive team as needed.

·         Serve as a resource for the office and provide a full range of administrative support and coordination including, but not limited to            purchasing supplies, initiating work orders, preparing check requests and purchase orders, handling sensitive information,           drafting/proofreading correspondences, copying/distributing meeting materials, scheduling meetings, coordinating catering services, making travel arrangements, and processing expense forms.

·         Assist with vendor contracts, sole source, bids, service requests, service agreements, check requests and purchase orders.

·         Assist CP Partners’ Treasury and Risk Manager in developing, updating, and editing documents in support of CP Partners’ agreements.

·         Coordinate travel arrangements and documents for CP Partners’ Executives.

·         Provide project and project meeting support functions including taking minutes, preparing documents, reviewing, editing, and formatting documents. 

·         Greet office visitors, answer telephone calls, distribute mail, answer questions and direct visitors or inquiries to other departments or administrative offices as appropriate.

·         Perform other job-related duties and special projects as assigned.

Position Requirements

·         High School diploma or equivalent; Minimum 3 years of progressive, responsible clerical experience.

·         A basic foundation of knowledge of principles of organization, administration and management, preferably in an auxiliary or university setting.

·         Demonstrate competence in independently applying judgment and discretion in handling day to day activities of an organization.

·         Ability to maintain a high level of confidentiality with regards to materials and sensitive issues, including personnel actions, projects, and legal activities.

·         Excellent organizational and time management skills.

·         Excellent computer skills including Microsoft Word and Excel.

·         Ability to prioritize, plan, organize, meet timelines, and adapt to a quickly changing fast paced environment.

·         Ability to establish and maintain cooperative and effective working relationships and to interface with all levels of the university community.

·         Excellent writing skills. Ability to compose and edit correspondence and documents.

·         Ability to pay a high level of attention to accuracy and details.

·         Ability to maintain regular and reliable attendance.

·         Ability to work overtime or adjust schedule on occasion when preparing for board meetings or other scheduled events.

·         A background check is required.

·         The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Physical Requirements

·         Hearing and speaking to exchange information in person or on the telephone.

·         Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.

·         Seeing to read a variety of materials.

·         Sitting or standing for an extended period of time.

·         Physical agility to lift 20 pounds to shoulder height.

·         Physical agility to lift, carry, push, or pull objects.