Full time - Administrative Assistant I (Remote)

Job Description

Reporting to the Business Operations Manager, this position will provide event and building operations responsibilities while providing administrative support to staff and faculty. This incumbent will use independent initiative, judgment, and creative problem-solving skills while maintaining the confidentiality and demonstrating a professional demeanor and high levels of ethics and integrity. This position will present a positive, energetic, helpful attitude in all personal and telephone interactions.

Events Operations (30%)

• Coordinates master event/room usage calendar
• Coordinates scheduling of events planned for common spaces.
• Prescreens all event request forms to determine appropriate fees and eligibility for final approval from management.
• Manages all room setup for planned events.
• Manages all IT equipment setup for planned events.
• Communicate effectively with event requestors regarding fees, logistics, special arrangements, event-specific policies, and procedures.
• Assists with meetings set up, which may include ordering light refreshments, preparing coffee and hot water, setting out food, and cleaning up as needed.
• Creates and updates event signage.
• Sends and tracks surveys to customers after the event is held.
• Create billing invoices.
• Tracks and compiles reports regarding events, space usage, and billing

Building Management (30%)

• Locks and unlocks classrooms and conference rooms according to class and event schedules.
• Monitors and reports all building repair needs to Physical Plant Services. Meets and consults with repair/trades personnel surrounding trouble reports and work orders. Provides guidance and explanation for repair/trouble report issues.
• Monitors and reports all building repair needs under the responsibility of the Building contractors. Inspects, repairs, and reports status to campus Facility Planners.
• Troubleshoots, facilitates and maintains classroom technology.
• Troubleshoots basic computer issues for staff, faculty, and events
• Maintains furniture and key audits
• Manages electronic building access using the Andover system

Skills