Senior Administrative Assistant

Position Title:

Senior Administrative Assistant

Position Type:

Regular

Hiring Range:

$25.05 - $27.21 / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

University Operations is a team that is tasked with providing an exceptional campus environment to the faculty, staff, students, and visitors of SCU. We are successful as a team when we:

● Put the needs of our customers first
● Constantly improve and innovate the way we conduct business
● Construct a positive work environment that allows our team to work together
and thrive

We focus on our customers by emphasizing availability and providing professional, dependable service. We improve and innovate our business through performance analysis, leveraging technology, and employee training. Finally, we construct a positive work environment by emphasizing the importance of teamwork and communication. We expect all members of our team, new and veteran alike, to advance the ultimate goal of providing an exceptional campus environment by succeeding in these three critical areas.

A. POSITION PURPOSE

Reporting to the Administrative Associate, the Senior Administrative Assistant will play key support and customer service role within University Operations. The individual in the Senior Administrative Assistant role is the campus community’s primary point of contact for all maintenance and service issues will fill the customer-facing position within the division’s Customer Service Center, and will work closely with staff throughout the division to provide extensive internal coordination, ensuring that the daily operational support needs of the University Operations division are met and that all campus customers are provided timely, efficient responses and service. The work of our Senior Administrative Assistant has a strong emphasis on customer service, and this person will be an integral member of the team that ensures all Operations customers receive prompt, courteous and professional service. An ideal candidate for this position is a strong team player, thrives in a lively work environment, and has a passion for serving others.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Customer Service
● Main point of contact for internal and external University Operations customers
● Receive and direct all general calls and emails for University Operations Division
● Greet all guests, students, contractors, general visitors to the University Operations
● Respond to telephone, email, online and in person support requests for routine and emergency maintenance
● Connect customers with appropriate staff members when follow up and status information regarding work orders and Event requests is needed/requested

2. Integrated Work Management System (AiM)
● Enter work orders for all incoming service requests
● Dispatch emergency work orders to appropriate technician
● Process all Event Support Requests
● Enter and approve key requests and charges in AIM
● Create, maintain and update database of University wide online requesters and user accounts, including initial troubleshooting of login issues

3. Administrative Support
● Receive, sort and distribute mail to all University Operations departments
● Maintain office copier/printer/scanner supplies and service calls
● Participate in meetings to represent Customer Service issues and inform supervisors, co-workers of any issues or concerns
● Maintain online SCU directory information for all University Operations departments
● Maintain and update the Facilities Managers lists (using Google Sheets and Google Groups) for all University buildings, including ensuring that the current list is available online to customers
● Perform daily administrative, system, and customer service closing processes
● Maintain multiple directories and lists - examples include shared calendars, building assignment listing, mechanic schedule reference sheet, office staff contact list, etc.
● Update Event Request form and related Actions/Email triggers in Qualtrics as needed
● Assist Administrative Associate with processing invoices as needed
● Assist with Capital Project creation and closeout processes, including data entry and electronic filing
● Attach scanned invoices to Stockroom-created Supplier Invoices in Workday as time allows
● Additional duties as required

4. Access Control
● Encode cards for keyless locking systems (Onity and Salto)
● Load Onity and Salto programmers for technicians as needed
● Perform initial troubleshooting when locks or users credentials aren’t working

C. PROVIDES WORK DIRECTION
N/A

D. QUALIFICATIONS
To perform t