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Check with seller Administrative Assistant Indianapolis

Published date: April 3, 2022
  • Location: Indianapolis, Indiana, United States

Facilities Management seeks applications for an Administrative Assistant to perform administrative functions for the Facilities Management Department.. This is a full-time (37.5 hours per week), non-exempt staff position.

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RESPONSIBILITIES*

  • Maintain a professional and pleasant reception desk environment
  • Provide administrative support for the Facilities department as requested by the Facilities Director and managers to manage the daily work load; and for special projects as the need arises
  • Operate work order system software; enter and manage tickets, and produce reports as requested
  • Provide situational information to appropriate managers, through the screening of telephone calls, emails or other requests to determine whether to generate a work order ticket or to refer to managers for emergency response
  • Schedule, coordinate, and advise student employees in the performance of their work assignments and coverage of the reception desk during absences of the Administrative Assistant
  • Prepare, code, copy, file and promptly submit for payment all invoices for the Facilities department
  • Prepare time cards for hourly staff
  • Order as needed all office and kitchenette supplies. Organize and maintain office supply inventory
  • Check out keys to contractors and visitors to campus; manage key log and monitor for outstanding keys. Perform follow up as needed for return of keys
  • Prepare Professional Service Agreements as requested, and maintain log. Maintain files and logs for service contracts, elevator inspections, pest control applications, and other routine functions provided by the Facilities department
  • Provide general clerical support
  • Assist in obtaining and maintaining insurance certificates for contractors and service providers to campus
  • Manage utility accounts (open or cancel accounts, switch ownership, or request repairs for example) as requested
  • Assist department personnel with receiving operations
  • Assist with communications and requests from tenants or the property management group for repairs or keying for rental properties
  • Assist department personnel in communications with Event Services, Athletics, and Admissions to ensure the department has accurate and timely information for event set-ups, and post-event reviews

QUALIFICATIONS

  • High school diploma or GED certificate required
  • Minimum 3 years as an administrative assistant or equivalent
  • Demonstrated Administrative functions such as, but not limited to, fielding telephone calls, receiving visitors, filing, scheduling, preparing reports, entering work order tickets, invoice processing, maintaining visitor key logs, and time card processing
  • Proficient in the use of computer office software
  • Provides proactive, professional and excellent customer service communication; and displays organizational and prioritization skills
  • Schedules and coordinates the work of student helpers
  • Must adhere to all safety standards and work practices established by Facilities Management
  • Must be available to work in the event of emergencies, or to meet the needs of the University
  • Normal work hours 7:00am to 3:30pm, Monday through Friday adhering to the Staff calendar
  • Be able to work occasional hours outside of normal schedule, and occasional weekends should the need arise
  • Clean or acceptable driving record according to UIndy's policy

BENEFITS

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Tuition Discount
  • Free Parking

Job Type: Full-time

Pay: $16.34 - $16.50 per hour

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