Administrative Assistant- Facilities

Harris-Stowe State University is a historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri. Harris-Stowe’s beautiful campus is minutes from the renowned Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park, and other cultural and educational institutions. Harris-Stowe’s diverse faculty and staff provide a wide range of academic programs to one of the St. Louis region's most culturally diverse student bodies.

Job Summary

The Maintenance Administrative Assistant, under the supervision of the Director of Facilities, will perform administrative support for the Fleet & Facilities Maintenance division. As an Assistant, primarily performs specialized and routine tasks of a support nature requiring knowledge of several departments, department activities, policies, and general office processes and procedures. Work performed is within general parameters.

Duties and Responsibilities

• Prepare daily time and attendance records for maintenance personnel
• Maintain maintenance vacation calendar
• Assist with maintaining department leave calendar and phone lists
• Maintains department payroll files
• Maintain staff scheduling computer program and the daily sign-in sheets
• Develop and maintain databases, logs, and tracking systems to facilitate department operations and programs
• Input daily service data; prepare and distribute required reports
• Greet and assist employees, outside vendors, and the public on the telephone or in person, determine the nature of business and direct callers, employees, or visitors to the appropriate person
• Assist internal and external customers with questions and information
• Assist operator and vanpool customers with maintenance-related issues and events
• Register maintenance staff for attendance at conferences and training
• Coordinate travel plans and make travel arrangements and reservations
• Schedule appointments, meetings, and training
• Establish and maintain required records and forms
• Maintain filing system, including maintenance history files, component files, work orders, operator reports, inspection forms, Environment Sustainability Management System reports, and invoice data
• Prepare files for archiving following guidelines and procedures, maintain and update IAM training certifications, Automotive Service Excellence, air conditioning, and other training records
• Perform various clerical duties, utilizing standard office equipment, including screening incoming calls; taking and transmitting messages; distributing mail; photocopying; performing data entry; preparing mailings; typing, and word processing
• Assist with or conduct special research assignments
• Evaluate, analyze data, and prepare conclusions and recommendations for consideration
• Develop, verify, compile, and record statistical and narrative information for the preparation of reports and records
• Prepare and record engine/transmission fluid samples for testing, including rush samples
• Prepare and record occasional diesel/differential fluid samples for testing
• Participate in a variety of meetings as well as reserve meeting rooms for maintenance functions
• Prepare related agendas, minutes, and other supporting documents
• Prepare information for and distribute documents to attendees or other applicable individuals
• Assist in the research and development of special projects/promotions
• Maintain destination sign programming system; updated and formatted sign displays and coordinated with Marketing Division
• Assist in vehicle and fleet parts campaigns, including preparing status updates and reports
• Manage facility key inventory, including issuing keys and retrieving keys for new employees and departing employees

Minimum Education and Experience

• Associate's degree in Business Administration, the related field required.
• Minimum three years of increasingly responsible administrative support experience; Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above

Knowledge, Skills, and Abilities

• Intermediate level Microsoft Office skills: Word, Excel, PowerPoint, and Access
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and to receive work direction
• Performing basic research, analyzing data and information, and developing, evaluating, and presenting recommendations
• Performing multiple tasks simultaneously
• Performing routine mathematical calculations

Supervisory Responsibility

• No

Physical Requirements

• Sedentary Work: Exerting up to 50 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body
• Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met

Working Conditions and Environment:

• Work is routinely performed in a typical interior/office environment
• Very limited or no exposure to physical risk
• Occasional evening and weekend work during peak season.

"Please No Phone Calls"

Due to the large number of applications submitted and the high volume of applicant inquiries we receive regarding the status of applications, we are unable to accept phone calls or walk-in inquiries regarding applicant status. Only those candidates selected for interviews will be contacted.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

The above statements are intended to describe the general nature and level of work being performed and assigned for this position. This is not an exhaustive list, nor is it limited to all duties and responsibilities associated with the position. HSSU management reserves the right to amend and change the responsibilities to meet business and organizational needs as necessary.