Facilities Administrative Support, Office Assistant VII Job at University of San Francisco
Facilities Administrative Support, Office Assistant VII
University of San Francisco
University of San Francisco
R0007325
USF Hilltop Campus
Job Title:
Facilities Administrative Support, Office Assistant VII
Job Summary:
Under the direction of the Director of Administrative Services, this position will be responsible for supporting the continued management of the administrative facilities procurement process and contract related documents issued by Facilities Management; including documentation, organization, closeout, tracks and ensures compliance with department and University policies. This position will also provide administrative support to the department.
Full Job Description:
Responsibilities include:
- Assist with contract creation, administration, tracking, updating and evaluating the contract tracker following contract and e-filing procedures; track pre-lien notices and certificates of insurance.
- Provide administrative support, including but not limited to document search and archiving, procurement, assisting in the facilitation of proposals and contracts, purchasing card reconciliation utilizing department accounting standards in line with departmental and university policies. Respond to inquiries pertaining to contracts and invoices.
- Procure materials and services approved by supervisors for the execution of work requests while following university and department purchasing protocols, policies, and procedures. May participate in systems and programming development.
- Assist with sending contracts and correspondence to vendors and outside agencies.
- Management and tracking of received materials in cooperation with the university's Central Receiving and Mailroom Services departments inclusive of obtaining appropriate approvals for the purpose of vendor payments. Handles return for defective or unwanted received goods.
- Field questions on contracts' statuses; may assist with training on contracts process and tracking, assist with initiating new vendor requests in e-procurement system.
- Retrieve, scan and distribute incoming mail; retrieve packages in collaboration with the Office Assistant VII, Operations.
- Assist in the record-keeping of vehicle registration, purchase document, and maintenance records.
- May assist with posting materials-purchase chargebacks and uploading corresponding documents into the work order system.
- Provide guidance, assistance, and training to user of the repository system. Make material available to retrieve information or assist in research.
- Assist with coordinating paper and digital filing and related processes; ensure all departmental and university policies and procedures for documentation retention and destruction (among other policies) are carried out consistently and effectively.
- Provide ad-hoc reporting support for Administrative Services, Operations, and Project Management.
- Provide general administrative support; supervise and train student assistants, as needed.
- Perform other duties as assigned to meet the operational needs of Facilities Management.
- May hire and supervise student staff assistants.
- Other related responsibilities as assigned.
Qualifications:
- Post high school education preferred
- Training or experience equivalent to five years of increasing responsible work experience or related education.
- Familiarity of contract administration, preferably in Higher Education or the construction industry
- Analytical, detail oriented and well organized
- Strong attention to detail and a high degree of flexibility
- Initiative, sound judgment, and effective problem-solving abilities
- Ability to work independently with minimal supervision to plan and prioritize responsibilities to meet competing deadlines while working under applicable time constraints
- Excellent interpersonal skills to build rapport and maintain positive and effective working relationships within the University community as well as with external contacts and vendors
- Superior customer service and communication skills, including the ability to communicate clearly, confidently, and concisely in verbal and written formats to a wide variety of constituents. Ability to work effectively as part of a team
- Proficient knowledge of desktop software in a PC or MAC environment (MS Word, Excel, etc.)
- Experience with packaged contract tracking systems a plus
Physical Requirements:
- The movement of materials from Receiving to Facilities in the day-to-day duties of this position may require the ability to safely lift 40 pounds.
Location:
- Required on-site at least the first year of employment
Full-Time/Part-Time:
Full time
Pay Rate:
Hourly
Salary Range :
$30.28-$35.89/hour; commensurate with experience
To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Facilities-Administrative-Support-Office-Assistant-VII_R0007325 .
The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to "Change the World From Here." For more information, visit http://www.usfca.edu.
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