Administrative Assistant - Bellarmine University

Job Description:

The Administrative Assistant plays a key role in providing administrative support to the Facilities Management team. This position is a full-time in-office position, though limited remote work may be possible in certain circumstances with supervisor approval.

Visa sponsorship is not provided for this position.

Requirements:

Essential Duties and Responsibilities:

• Answer phone calls, handle emails, and respond to inquiries, directing them to appropriate staff members as needed.
• Organize and maintain files, both physical and electronic, ensuring all documents are easily accessible and properly archived.
• Assist with the work order system, ensuring concerns are addressed in a timely manner.
• Provide support in organizing departmental events, including training sessions, conferences, workshops, and special events.
• Aid in the preparation of daily reports.
• Prepare and proofread documents and correspondence as directed, ensuring accuracy and professionalism.
• Manage the department's uniform program.
• Track and maintain vehicle records, including the BU rental fleet and approved drivers list.
• Support the Office Manager with reconciling budgets, ensuring financial documentation is up-to-date and accurate.
• Process invoices, payments, and purchase requisitions in accordance with university policies, providing information to the Business Office as needed.
• Serve as liaison to the Business Office for all Facilities business-related items.
• Support the Facilities Management team with special projects as assigned, ensuring tasks and projects are completed on time.
• Provide excellent customer service to university staff, faculty, and students regarding facilities-related inquiries and service requests.
• Report concerns to the Office Manager as appropriate.

Additional Information:

Interpersonal and Professional Skills:

• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills, including the ability to interact professionally with all levels of staff, faculty, and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work as part of a team in a fast-paced environment.

Required Education and Experience:

• An associate degree in Business Administration, Office Management, or a related field is preferred.
• Minimum of 2 years of experience in administrative support, preferably in facilities management or a higher education setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity software.

Preferred Qualifications:

• Experience working in a university or higher education environment.
• Familiarity with facilities management software or project management tools.
• Basic understanding of budget management and financial tracking.
• Familiarity with BEST key system.
• Familiarity with online work order systems.

Physical Demands and Working Conditions:

• Ability to work at a desk for extended periods of time.
• Occasional lifting of supplies and office equipment (up to 15 pounds).
• Some flexibility in working hours, including potential evenings or weekends for special events or emergencies.

Disclaimer:

This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the organization's ongoing needs.

Application Instructions:

Please submit a cover letter, resume, and contact information for three professional references.

Please note: Visa sponsorship is not provided for this position.