Administrative Assistant 2

Position Title & Department:

 Administrative Assistant 2; Facilities Management Posting #

5339

Department Description:

The mission of the University of San Diego Facilities Management Department is to efficiently operate, maintain, and support the development of quality facilities, grounds, and services, and at the same time to support our campus community, students, faculty, and staff. Through our efforts we support the university's commitment to pursuing truth, academic excellence, and the advancement of knowledge. 

University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description: Executes various administrative/clerical duties for Facilities Management, including but not limited to: office receptionist, customer service representative, disseminate information department wide, coordination of monthly safety trainings, special projects, deals with sensitive issues and confidential matters, and various other activities related to the Facilities Management operation.

Duties and Responsibilities:

Performs general office duties, serves as telephone/office receptionist and provides support to the FM department as needed

• Answer several incoming lines promptly and courteously, takes accurate messages
• Process large volume of maintenance work orders
• Print reports from Event Management System (EMS) & Computer Maintenance Management System (CMMS).
• Receive and process maintenance work requests
• Maintain and update FM information boards as needed
• Distribute department wide correspondence as needed
• Provides problem resolution for customer inquiries/complaints
• Greets visitors with excellent customer service, gives information, directions and/or instructions
• Serves as liaison between facilities and internal/external customers
• Receives, sorts, distributes, and sends mail and e-mail promptly and accurately
• Maintains confidentiality
• Receives special services phone calls and provides a high degree of customer service
• Assists in scheduling work orders for special services

Provides Administrative support for the Environmental Health & Safety (EH&S) and Transportation department

• Prepares entries for electronic training and safety records
• Prepares new safety orientation packets
• Confirms the status of current employee training
• Creates purchase requisitions
• Review and process invoices
• Review and process gas logs
• Prepare and process department of motor vehicle (DMV) registrations
• Schedule make-up and retraining as needed
• Aids in creating and updating maintenance requests
• Maintains readily accessible copies of all EH&S compliance documents, permits and records
• Schedule and tracks work orders scheduled through CMMS system
• Maintains accurate filing system
• Other duties as assigned

Special Conditions of Employment:

• Must be able to work assigned hours and may be required to work overtime and on weekends, as needed