Job Description

Job Summary:

The Facilities unit at Northwestern is responsible for maintaining, replacing, and repairing the campuses’ buildings, grounds, and utility systems. This includes managing a broad range of services that support the University’s maintenance systems involving:

Heating and cooling around water systems and electricity
Custodial services
Sustainability
Landscape maintenance and snow removal
University vehicle maintenance
Carpentry and painting
Issuance of keys and keycard Wildcard access
The Administrative Assistant will work alongside a team of other Administrative Assistants to provide general administrative and office support to Facilities Management Operations and Maintenance trades groups. This person will support the administrative functions of a trades group shop(s). This role will manage a streamlined workflow process that involves working with vendors to secure proposals for maintenance projects, assembling statements of work/contracts, obtaining approval and signatures, securing purchase orders, and finalizing invoicing. The Administrative Assistant prioritizes, directs, and responds to inquiries from vendors and customers within and outside of the university.

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping;

The role will support the department’s mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability. The incumbent will strive to provide excellent service when performing job responsibilities and will practice safe work procedures and follow safety rules at all times.

Specific Responsibilities:

Documents & Databases

Prepares manuscripts, scientific, technical &/or statistical documents.
Prepares & types form letters, memos, emails, labels, routine correspondence, etc
Prepares statements of work, contracts, and purchase orders
Proofs for spelling & grammar.
Enters information into spreadsheets &/or databases.
Examples include tracking employee overtime, maintenance information and records in a database.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Examples include unit KPI’s and operating metrics, etc
Accounting

Processes accounts payables &/or receivables.
Verifies income &/or expense.
Resolves discrepancies & over/under budget problems.
Enters, tracks, & maintains documentation & logs of financial transactions.
Purchase orders, invoices, encumbrances, associated work tasks, and other supporting documentation
Creating and completing/closing of work tasks, entering technician time, and similar activity sets within the work order management system
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Coordination

Coordinates dept calendar.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Contacts

Provides information via phone, e-mail, mail, etc.
Performs other duties as assigned.
Minimum Qualifications:

A high school diploma or equivalent combination of education and experience;
2 years of administrative support or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)

Intermediate knowledge of word processing, spreadsheet, email, and database software programs;
Excellent written and oral communication skills;
Highly organized;
Analytical skills with an attention to detail;
Receptive to feedback, willing to lean, embracing continuous improvement;
Helpful, respectful, approachable, collaborative, team oriented;
Ability to build strong working relationships and a positive work environment;
Comfortable working in an environment with quickly changing priorities.
Preferred Qualifications:

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree;
Experience working with maintenance or construction trades;
Experience working in higher education;
Proficiency with mobile devices including iOS;
Preferred Competencies: (Skills, knowledge, and abilities)

Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team;
Plans ahead, manages time well and arrives on time;
Recommends improvements and opportunities to increase efficiency and reduce costs;
Exceptional customer relationship skills and the ability to establish effective working relationships in a diverse environment;
Analytical skills including critical thinking, decision making, trouble shooting and problem solving;
Achieves a standard of excellence with work processes and outcomes, honoring University and Department policies and all regulatory requirements.