Department Assistant

Department Assistant

Position Title
- Department Assistant

Campus
- Cranford

Department
- Facilities

Full Time

Non-Exempt

Regular

The primary responsibility is to provide administrative support and assist the Director in the mission to provide superior customer service and perform a broad range of duties to support the successful management of all UCNJ Union College of Union County, NJ spaces and services.

This position must be committed to the mission, vision, and values of the UCNJ Union College of Union County, NJ and the Facilities Department and will be responsible for assuring that the facility is a safe and welcoming place for the entire UCNJ Community.

Communicates information clearly and concisely in written and oral form utilizing a variety of communication devices such as two way radios, cell phones, Email, internet and any other method necessary to communicate with Facilities Department personnel, and any other internal or external departments.

Works independently in a high volume, high stress environment to prioritize and monitor workflow in order to meet deadlines unassisted.

Supervises the Shuttle Van Drivers, schedules work assignments and providing coverage as needed.

Supervises the receiving team, schedules work assignments and providing coverage as needed.

Works with the Assistant Director to help with managing the day to day fleet operation and assigns vehicles to end users, fills in if needed.

Coordinates setups for events and event planning.

Coordinates with the Facilities Coordinator to operate and maintain the work request system, identifies/confirms/clarifies customer needs, logs, and tracks work orders through completion, creates and generates required reports.

Identifies key performance metrics to support decisions, reporting requirements and internal evaluation purposes.

Collects, monitors, and analyzes key performance indicators related to the work request system.

Prepares, reviews, and summarizes reports and documents; prepares background documents, tracks change and identifies trends.

Assists Director with collection and organization of data for Departmental needs.

Along with the Facilities Coordinator maintains the Departmental vacation schedules and notifies Facilities leadership team of conflicts and manpower shortages.

Along with the Facilities Coordinator manages the time and attendance computerized system and monitors lateness, sick time and alerts the Director of abuse and no-pay status.

In coordination with the Assistant Director manage the College's record retention systems, processes, and activities in compliance with applicable regulations.

Operates work order system and creates required reports.

Maintains efficient correspondence and reference files.

Maintains high level of confidentiality in conducting office business/assignments.

Produces a variety of letters, memos, reports, spreadsheets, etc., usually from drafts prepared by the director.

Maintains Department operational information (financial, statistical, program data), entering and updating data, retrieving data and compiling reports.

Utilizes computer systems using standard software products (spreadsheet, email, database, graphics, desktop publishing).

Prepares responses to correspondence.

Prepares contracts, purchase requisitions; utilize forms for change orders, bid preparation.

Supervises Student workers in an office setting.

Performs other related duties as assigned by the Director.

Education Requirements
- Associate's degree in business or related field required or an equivalent combination of education and experience.

Experience
- Experience in working in a fast-paced office environment, preferably in a Facilities, Architects or Construction Company Office as an Administrative Assistant.

Competencies and Skills Required
- Must possess a valid New Jersey Driver's License. Bilingual in Spanish, preferred. Flexibility and ability to respond to multiple situations in a demanding environment. High level of literacy in MS Office, specifically MS Word and Excel; experience in additional spreadsheet application, PowerPoint. Excellent interpersonal skills required, ability to communicate effectively orally and in writing.…