Executive Assistant, Associate Vice President for Facilities

Position Title:

Executive Assistant, Associate Vice President for Facilities

Position Type:

Full time

Location:

Geiger Facilities Building

Categories:

Staff Exempt

Job Summary:

The Executive Assistant reports directly to the Associate Vice President for Facilities, but works closely with all the Facilities senior administrative staff, as directed by the AVP Facilities.

This position provides primary administrative and technology support for the Associate Vice President for Facilities (AVP). The incumbent will be actively engaged in the work of the AVP at a level that requires significant independent responsibility for: regulatory/technical filings; researching background materials, summarizing findings; preparing correspondence, reports, and public presentation materials; and creating executive-level meeting agendas and minutes. Communications, both oral and written, will routinely be required with all segments of the campus community, including the offices of the president's senior staff, all academic and administrative departments, as well as with external entities such as consulting firms and regional agencies.

Job Duties:

Job Duties:   
• Provides administrative, logistical and technical/technology support for the Associate Vice President for Facilities (AVP and other senior Facilities staff.  Manage communications and correspondence in partnership with AVP and senior staff with both internal and external constituents, preparing and collecting materials for meetings including Board of Trustees and other executive-level meetings and provide quality assurance on final distribution of materials as needed.   (35%)

•Manage special projects. including items such as: developing policies, keeping current the organizational chart, leading efforts to improve business processes, implementing updates to the computerized maintenance management system (CMMS), etc. represents the department in various initiatives and on university working groups. (20%)
• Research background materials for campus-wide initiatives and prepare summaries of pertinent information.  Compose and edit confidential and/or routine correspondence and technical reports from rough outlines or general directions.  Update and provide building information for surveys and various record-keeping activities for Facilities. Manage a centralized system for documentation, including current programs, projects, studies, initiatives, and proposals, delegation of signature authority as well as historic files, both electronic and paper. Serve as the department's Records Management Liaison and lead the annual Records Retention process (20%)
• Assist project managers with room numbering convention for new and renovated building projects.  Coordinate with the Planning, Design, and Construction group to update and maintain repository for wayfinding drawings and online documents. Manage and coordinate interior signage for buildings including, but not limited to, ordering sign holders and sign inserts and assisting and coordinating directory board changes. (5%)

• Provide project management support for small to medium sized special initiatives, which vary within Facilities department portfolio that includes Facilities Management, Capital Projects, Energy & Utilities, Maintenance, Custodial, and Grounds. (10%)

•Assist in contract development utilizing university standard contracts, agreements, and contract software. (5%)

*Primary responsibility for Planning Design and Construction check requests, processing pay apps, and supplier invoice processing. (5%)

• Support and promote the University’s sustainability efforts. 
• Perform other duties as assigned

Minimum qualifications:     
• High school degree/ equivalent with a minimum of (5) years of administrative/office experience supporting directors or senior level positions.
• Experience and proficiency in writing executive level reports, editing and proofreading.
• Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons, both within and outside the department.  Ability to work effectively with faculty, staff, and students, and external constituents with minimal day-to-day supervision and direction.

• Demonstrated capacity for prioritizing assignments and calmly managing many responsibilities simultaneously, even under conditions of frequent interruptions and uncertainty. 
•Ability to take initiative and exercise good judgment.  Ability to develop, organize, and implement detailed systems of office documentation.
• Proficiency with Google Suite or Microsoft Office Applications.

 

Other requirements:

• Post offer background check will be conducted.

• Demonstrated commitment to diversity, equity, inclusion and belonging.

• The position requires well-d