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Administrative Assistant-Facilities

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Position Details

Job Description

Position Title Administrative Assistant-Facilities
General Description

Working independently, provides a broad range of complex and highly skilled computer, clerical, and administrative services for the Facilities Department. Duties may require specialized knowledge and are confidential in nature.

Essential Functions

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

•Manage work order system by assigning new work orders as requested by faculty, staff, and students (including event set ups). Close-out all completed work orders. Run reports as directed.
•Answer phones as needed and take accurate and detailed messages.
•Responsible for inventory control of campus keys; disperse keys as needed. Process key requests for students, faculty, and staff. Responsible for learning the keyless entry system- Blackboard.
•Provide calendar support as directed.
•Perform a wide variety of administrative and clerical tasks. Exercise a high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
•Meet and greet all incoming guests, vendors, and contractors; assign badges and disperse campus keys as required. Handle the needs of walk-ins; student, faculty, and staff.
•Working in conjunction with the Student Activities Office, prepare and review paperwork and key disbursements for college owned vans.
•Prepare paperwork received from student check-outs; prepare check-out charge list for students and forward to student accounts office for end of the year billing.
•Active member of various college committees as assigned.
•Back-up staff support for office co-workers.
•Communicate with campus security on campus related problems. Advise Scripps campus management as needed.
•Handle the needs of walk-ins; student, staff, and faculty.
•Prepare and process department’s invoices.
•Perform other essential duties and tasks specific to the position.
•Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

Required Skills, Knowledge, and Abilities

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

•Excellent oral and written English language skills
•Proficient in MSWord and Excel
•Ability to learn new information systems
•Strong organizational skills
•Ability to multi-task

Qualifications & Standards

Graduation from high school, plus several years of general office experience in positions of increasing responsibilities or any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge, skills and ability to perform the job.

Licenses, Registration, and Certifications


Classification and Status

This is a regular, 12 month, non-exempt, benefits-eligible position.

May require work on some weekends and special events as required by the College or department.

Supervisory Responsibility


Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information; formulating work plans and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books, and packages.

Other Information
At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Scripps College website
    • Scripps College Employee
    • Advertisement/Publication
    • Personal Referral
    • Other

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents