Admin Assistant-Facilities

JOB REQUIREMENTS: SUMMARY The Facilities Administrative Assistant
provides administrative support to the Executive Director of Facilities,
Safety, and Security and other Facilities staff by maintaining
department records, managing College work orders, and building usage
requests. Responsibilities may include scheduling classes and/or
activities; compiling, tracking, maintaining, and reviewing student,
academic, and other data and reports; responding to standard information
requests regarding academics or general operations; creating and
maintaining databases of records; and making standard purchases of
office and/or instructional materials. This person must work
independently and carry out administrative details related to the
college Facilities. ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE
Provide administrative and clerical support to the Executive Director of
Facilities, Safety and Security and Facilities staff. Daily office
management, correspondence, complex-level decisions that require
excellent customer service skills, exercising initiative and making
independent judgment. Evaluate/analyze and assign work requests to
appropriate Facilities staff member(s) for completion. Schedule
room/space per internal and external requests. Prepare, issue, and
monitor keys and door access for campus stakeholders. Prepare payment
documents and purchase requisitions with the assignment of account
numbers. Monitor and maintain construction/project billings and account.
License, insure, schedule servicing/repair, and maintain records for
campus vehicles and trailers. Prepare, maintain, and/or update
documents, handbooks, spreadsheets, and databases to ensure data
accuracy and effective communication across the College. Assist staff,
students, and outside groups as requested for directions and safety,
security, and other general concerns. Backup Student Housing Manager
tasks in the enterprise resource planning system. Coordinate campus
fleet usage. Coordinate Campus Fitness Center Access. Assist Apprentices
with record keeping and compliance. Prepares and processes program,
academic, hiring, and/or other forms. Duties could include: organizing
paperwork for training and marketing purposes, preparing IT request
forms, preparing and monitoring financial assistance logs, and entering
records with the Bureau of Apprenticeship Standards. Coordinate
Apprenticeship Board meetings. Assist with Student Conduct
Correspondence. Perform other related duties as assigned.
OTHER EXPERIENCE AND QUALIFICATIONS: TRAINING AND EXPERIENCE
Associates degree in Administrative Support, Office Management, or
related field and 2 years of related experience; or equivalent
combination of education and experience. Experience with compiling data,
preparing reports and documents, creating schedules, maintaining
records, and planning events. Ability to handle sensitive, confidential,
and complex office situations is necessary for the effective performance
of duties and responsibilities. KNOWLEDGE Applying and explaining
applicable laws, codes, regulations, policies, and/or procedures.
Budgetary principles. Customer service. Recordkeeping principles.
Principles and practices of planning events. SKILLS Excellent technology
skills and experience with related software applications. Strong problem
solving and time management skills. Proficient in using e-mail,
Internet, and Microsoft programs. Exceptional ability to handle a
multitude of tasks simultaneously and to meet deadlines. Ability to deal
tactfully and courteously with the college staff and general public and
to maintain effective working relationships. Customer-focused with an
ability to exercise good judgment, make decisions within the scope of
authority, and discreetly handle difficult situations and confidential
matters. Service-minded, adaptable, and self-motivated.
APPLICATION INSTRUCTIONS: Other: SELECTION PROCESS The Review Comm ttee
will screen applicants and contact them for an interview. Meeting the
minimum qualifications does not assure the candidate an interview. Final
candidates employment offer may be subject to completion of a criminal
background check and pre-employment drug screening. Southwest Tech does
not discriminate on the basis of race, color, national origin, sex,
disability, or age in its programs and activities. The Equal
Opportunity/Affirmative Action Officer has been designated to handle
inquiries regarding non-discrimination policies. Call 800-362-3322, Ext.
2315 (TDD: 608-822-2072) or write Southwest Tech, 1800 Bronson Blvd.,
Fennimore, WI 53809 Apply Online:
https://www.swtc.edu/about/job-opportunities