Facilities Administrative Assistant

Facilities Administrative Assistant

Division:
Finance & Administration

Department/Office:
Environ. Services
- Admin

This role provides customer service, triage, and administrative support to Facilities managers. Often the sole staff member in the office while managers are out on campus, the assistant prioritizes incoming calls and work orders, determines urgency, collects necessary details, and communicates information to the appropriate facilities area. The role requires learning university policies and processes for access, parking, invoicing, and managing work order systems.

• Open the Facilities Management Office consistently each weekday, ideally starting 8:00 or 8:30 AM.
• Work extensively on the computer daily (primarily in Google Suite). May be asked to carry a work phone during busy summer months.
• Field a variety of space and facilities requests and incident reports via electronic work order, e-mail, telephone, and in-person.
• Triage initial work orders under supervision of the Facilities Project Supervisor.
• Greet vendors and external contractors, assist with campus parking and way finding.
• Schedule appointments, logistics, and operations with multiple campus groups, departments, and external vendors.
• Make supply orders.
• Support the entire Facilities team to process invoices, track capital project accounting, and track purchase orders.
• Collaborate with other university offices:
  Accounts Payable, Purchasing, Payroll, Human Resources, DPS, Housing Operations, and Residence Life.
• Update work‑tracking spreadsheets, schedules, supply lists, and other electronic and physical records.
• Maintain uniform inventory for trades and support staff.
• Schedule vehicle maintenance and repair appointments, and transport vehicles to service stations.
• Assist the Facilities Projects Supervisor with project planning and timelines.
• Support the Facilities Projects Supervisor with fleet management.
• Perform occasional physical labor to support facilities operations.

• High school diploma or GED.
• Two years of full‑time professional work experience, including customer service experience and a helpful manner.
• Experience collaborating with co‑workers to represent a team or department and build trust with customers.
• Proficiency with Microsoft Office and Google Suite of products.
• Valid driver's license.

• Four years of full‑time professional work experience.
• Customer service experience.
• Fluency or competency in a language other than English.
• Ability to manage timelines in a budget‑conscious environment.
• Demonstrated ability to transition between software platforms and adapt to new facilities software.

Hourly/Annual wage: $18.00 – $19.00 depending on qualifications and experience.

• Fourteen paid holidays and paid gift days when the University is closed.
• Free tuition for employees and reduced tuition for families after one year of service.
• Health, dental, and vision insurance.
• 403(b) retirement plan access.
• Accrued sick time.

St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to love of neighbor without distinction. Individuals of all religious, racial, ethnic, gender identity, nationality of origin, or disability groups are encouraged to apply. If you need an interview accommodation, please contact hr or .