Duquesne University
Administrative Assistant I - Facilities Management
Duquesne University, Pittsburgh, Pennsylvania, us, 15289
Administrative Assistant I - Facilities Management
Salary: Commensurate with experience
Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: Facilities Management
Position Status: Full-time
Hours: Varied
Position Number: 002428/30-474
FLSA Status: Non-exempt
POSITIONSUMMARY:
This is complex clerical work requiring the exerciseof professional judgment, progressive computer skills, and the ability tocommunicate clearly with staff, students, and the public. Work of this classrequires a high degree of independent judgment and maintaining confidentialityfor the various projects and functions that are performed by FacilitiesManagement staff. Job responsibilities are expanding with the new CMMS system,Team Dynamix, combined with existing front line department and campus support.
DUTIES AND RESPONSIBILITIES:
Provides coverage to the FacilitiesManagement front office operations. Primary point of contact for Facilitiesphone, door and emails.
Provide support with multiple aspects of utilityprocessing, reporting, maintenance and analysis.
Contributes to the use of the existing CMMS(Computerized Maintenance Management System) Team Dynamix by monitoring anddispatching work orders. Also assists with the creation and distribution ofreports from the system.
Provide clerical support to Facilities Managementsupervisors, administrators and other staff, both Union and non-Unionemployees, and student aides as assigned with strong attention to detail.
Provide computer support forvarious department programs. These include: Team Dynamix, Sitemaster, Watchdog,Kronos, Microsoft 365, etc.
Provide support and coverageto various committees and programs across campus. Examples include: UniversitySafety, Labor-Management, Facilities Partners and Tech Partners.
Performs related work asassigned and required.
SUPERVISORY RESPONSIBILITIES:
Supervisesstudent employees only.
REQUIREMENTS:
Minimum qualifications:
High School Diploma or equivalent.
3-5years of work-related experience.
Preferred qualifications:
Associate's degree from an accredited institution.
Strong organizational and analytical skills.
Considerable experience in general clerical work, supplemented by coursesin business education.
Knowledge ofmechanical, electrical, H.V.A.C., plumbing and building service systems.
Supervision ofstudent aides.
Alternately, the successful candidate may possess any equivalent combination ofexperience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Considerableknowledge of Microsoft 365 (Office Suite) is essential. Visio, Omni-Form,Sitemaster, and Kronos are additional software required in completion ofdepartmental responsibilities. Also have the ability to learn new software andassist department staff in the implementation and utilization of softwarepackages.
Excellentorganizational, oral and written communication skills combined with the abilityto maintain complex clerical records, prioritize and perform several taskssimultaneously, use independent judgment in making decisions and preparereports with strong attention to detail.
Ability toestablish and maintain effective working relationships with students and theirparents, administrative and support staff throughout the University, variousoutside contacts (vendors) and the general public by providing exceptionalservice and related follow-up to all customers.
Willingness towork flexible schedules with demonstrated dependability and reliability.
Completion of assigned professional development classes within the first 2 years ofemployment.
Demonstratedcommitment and ability to interact successfully with a variety of constituentswithin and outside the campus community.
Remote work willfollow University TAP 54, , and is at the supervisor's discretion.
Ability to establish and maintain effective working relationships with theUniversity Community.
Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.
APPLICATIONINSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.
Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.
Salary: Commensurate with experience
Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: Facilities Management
Position Status: Full-time
Hours: Varied
Position Number: 002428/30-474
FLSA Status: Non-exempt
POSITIONSUMMARY:
This is complex clerical work requiring the exerciseof professional judgment, progressive computer skills, and the ability tocommunicate clearly with staff, students, and the public. Work of this classrequires a high degree of independent judgment and maintaining confidentialityfor the various projects and functions that are performed by FacilitiesManagement staff. Job responsibilities are expanding with the new CMMS system,Team Dynamix, combined with existing front line department and campus support.
DUTIES AND RESPONSIBILITIES:
Provides coverage to the FacilitiesManagement front office operations. Primary point of contact for Facilitiesphone, door and emails.
Provide support with multiple aspects of utilityprocessing, reporting, maintenance and analysis.
Contributes to the use of the existing CMMS(Computerized Maintenance Management System) Team Dynamix by monitoring anddispatching work orders. Also assists with the creation and distribution ofreports from the system.
Provide clerical support to Facilities Managementsupervisors, administrators and other staff, both Union and non-Unionemployees, and student aides as assigned with strong attention to detail.
Provide computer support forvarious department programs. These include: Team Dynamix, Sitemaster, Watchdog,Kronos, Microsoft 365, etc.
Provide support and coverageto various committees and programs across campus. Examples include: UniversitySafety, Labor-Management, Facilities Partners and Tech Partners.
Performs related work asassigned and required.
SUPERVISORY RESPONSIBILITIES:
Supervisesstudent employees only.
REQUIREMENTS:
Minimum qualifications:
High School Diploma or equivalent.
3-5years of work-related experience.
Preferred qualifications:
Associate's degree from an accredited institution.
Strong organizational and analytical skills.
Considerable experience in general clerical work, supplemented by coursesin business education.
Knowledge ofmechanical, electrical, H.V.A.C., plumbing and building service systems.
Supervision ofstudent aides.
Alternately, the successful candidate may possess any equivalent combination ofexperience and training, which provides the knowledge, skills and abilitiesrequired to perform the essential job functions. This includes, but is notlimited to, the following:
Considerableknowledge of Microsoft 365 (Office Suite) is essential. Visio, Omni-Form,Sitemaster, and Kronos are additional software required in completion ofdepartmental responsibilities. Also have the ability to learn new software andassist department staff in the implementation and utilization of softwarepackages.
Excellentorganizational, oral and written communication skills combined with the abilityto maintain complex clerical records, prioritize and perform several taskssimultaneously, use independent judgment in making decisions and preparereports with strong attention to detail.
Ability toestablish and maintain effective working relationships with students and theirparents, administrative and support staff throughout the University, variousoutside contacts (vendors) and the general public by providing exceptionalservice and related follow-up to all customers.
Willingness towork flexible schedules with demonstrated dependability and reliability.
Completion of assigned professional development classes within the first 2 years ofemployment.
Demonstratedcommitment and ability to interact successfully with a variety of constituentswithin and outside the campus community.
Remote work willfollow University TAP 54, , and is at the supervisor's discretion.
Ability to establish and maintain effective working relationships with theUniversity Community.
Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.
APPLICATIONINSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.
Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.