Administrative Assistant – Facilities Services
Posted May 23, 2025
Administrative Assistant
Facilities Services, University of Charleston
Position Summary:
Under general supervision, performs a variety of administrative and staff support duties for the Facility Services department, which require a range of skills and knowledge of organizational policies and procedures. The work is normally performed in a typical interior/office work environment. The Administrative Assistant has no or very limited physical effort required for the position.
Essential Responsibilities:
- Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative duties.
- Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
- Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
- Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division book holder and/or paymaster; may manage petty cash disbursements and reconciliations.
- Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
- Requisitions supplies, printing, maintenance, and other services.
- Provides support for maintenance requests, closings, reports, etc.
- Operates computer programs such as Microsoft Word, Excel, and Maintenance software
- Other duties as assigned
Qualifications:
- High school diploma or GED.
- 3 to 5 years of experience directly related to the duties and responsibilities specified.
- Receptionist skills.
- Ability to communicate effectively, both orally and in writing.
- Records maintenance skills and database management skills.
- Ability to make administrative/procedural decisions and judgments.
- Ability to analyze and solve problems.
- Ability to maintain calendars and schedule appointments.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Knowledge of general accounting principles.
- Proficient in Microsoft Office products and/or data entry skills.
- Organizing and coordinating skills.
Applications will be accepted until the position is filled.
Interested applicants should submit cover letter, current resume, names of three professional references, and salary requirements to:
Jennifer McCallister
The University of Charleston is an Equal Opportunity Employer