Facilities Administrative Assistant IV

Responsibilities

• Practices and encourages Facilities Team workplace expectations.
• Understands the University's financial accounting, purchasing policies/procedures and adheres to them when reviewing vendor billings.
• Verifies departmental accounts, processes departmental invoices and utility bills for manager approval, and forwards them to the Accounting Office in a timely manner.
• Manages the entire lifecycle of contracts, including drafting, editing, and administering agreements and issuing Notices to Proceed.
• Coordinates project documentation between contractors and Facilities Management staff
• Acts as primary administrator of the Facilities Services Request System.
• Oversees, operates, and evaluates data within the Facilities Service Request System to compile and analyze reports for Facilities Management and Campus Housing staff
• Serve as the primary point of contact for students and staff regarding service requests, actively monitoring progress through regular communication with maintenance personnel to provide timely updates on active, late, or delayed work orders.
• Greets visitors and answers phones, routing calls to appropriate staff or taking messages.
• Handles emergency work requests and phone calls quickly and confidently, dispatching staff as necessary via phone or two-way radio.
• Issues keys to faculty, staff, and contractors while maintaining strict confidentiality.
• Maintains records for outside contractors, including Onsite Contractor Work Agreements, keys, and insurance certifications.
• Maintains logs for elevator and pest control services, and tracks utility shutdowns, fire alarm impairments, and 'hot work'.
• Orders and maintains office supplies inventories. Prepares reports, forms, journal entries, and correspondence as directed by leadership.
• Performs specialized duties such as web page updates, asset management database support, and utility records management.
• Maintains and safeguards confidential departmental records, files, and office administration information. Exercises discretion in communicating information to faculty, students and staff.
• Performs other duties as assigned.
• OTHER REQUIREMENTS
• Accountability: Ability to accept responsibility and account for actions.
• Customer Oriented: Ability to provide a high level of customer service while following company procedures.
• Detail Oriented: Ability to pay attention to the minute details of a project or task.
• Calm & Efficient: Ability to deal with emergencies in a calm and efficient manner.
• Organized: Possessing the trait of being organized or following a systematic method for tasks.
• Communication: Ability to communicate positively and effectively with a wide variety of clients in person, by phone, or in writing.

Requirements

• Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. High school education with some college coursework preferred.
• Two years of job-related work experience, part of which may be satisfied by education and training. Knowledge of and experience with general office and accounting procedures and operation of common office equipment.
• Proficient use of a personal computer and s

Benefits

Additional Information

ABOUT WILLAMETTE UNIVERSITY: Willamette University , founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program , the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science. Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department , hr@willamette.edu or call us at 503-370-6210. POSITION SUMMARY The Facilities Department at Willamette University is responsible for the daily operations, maintenance and upkeep of approximately 1.4 million square feet of academic, residential, administrative and off campus properties situated on approximately 60 acres with all the associated utilities and infrastructure. The Facilities Administrative Assistant IV performs a wide variety of Facilities support duties, blending office accounting and clerical support with the oversight and operation of the Facilities service request system. The successful candidate provides specialized project support, manages departmental records, and serves as a primary contact for the campus community regarding service requests and departmental communications.

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