Facilities Operations Administrative Assistant

This position provides comprehensive administrative and operational support to Facilities Management and its leadership team. The position supports the effective day-to-day operation of a complex university facilities organization through coordination of human resources transactions, purchasing and procurement activities, budget and financial processes, operational and regulatory reporting, equipment and inventory records, executive administrative functions, and departmental information management.

The position exercises independent judgment and initiative in coordinating multiple priorities, maintaining confidential personnel and financial information, preparing and analyzing reports, monitoring administrative processes, maintaining accurate departmental records, and responding to the needs of Facilities employees, university departments, vendors, and other stakeholders.

The position provides confidential administrative support to the Associate Vice President for Facilities Management and works collaboratively with Facilities directors, managers, supervisors, and university administrative offices to support departmental operations and ensure timely completion of administrative requirements.

Required Qualifications

•Considerable knowledge of administrative and office management practices and procedures, with experience providing administrative and/or programmatic support in a complex organization.
•Demonstrated ability to coordinate multiple administrative and operational functions, establish priorities, manage competing deadlines, and maintain accurate records and documentation.
•Demonstrated ability to exercise sound judgment, initiative, discretion, and independent decision-making within established policies and procedures.
•Demonstrated ability to handle confidential and sensitive personnel, financial, and organizational information with discretion.
•Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and related database or information-management systems.
•Demonstrated ability to compile, review, analyze, and maintain operational, personnel, purchasing, budget, inventory, and other administrative records and reports.
•Knowledge of purchasing, accounting, budget, and administrative processes sufficient to review transactions, identify discrepancies, maintain appropriate documentation, and support departmental operations.
•Excellent organizational, customer service, interpersonal, oral, and written communication skills.
•Demonstrated ability to prepare professional correspondence, reports, spreadsheets, meeting materials, and administrative documents with a high degree of accuracy and attention to detail.
•Ability to work independently while effectively coordinating with Facilities leadership, supervisors, employees, university departments, vendors, and other stakeholders.
•Ability to provide responsive and professional customer service, assess administrative requests, and make appropriate referrals regarding Facilities programs and services.
•Demonstrated ability to work effectively with individuals from diverse backgrounds and at varying levels of an organization.

Preferred Qualifications:

•Experience providing administrative or operational support within Facilities Management, physical plant operations, construction, maintenance, engineering, property management, or a similarly complex service-oriented environment.
•Knowledge of university and Commonwealth of Virginia administrative, purchasing, travel, financial, human resources, and records-management policies and procedures.
•Working knowledge of Banner, eVA, Cognos, PeopleAdmin, SSB/EPAF, or comparable enterprise administrative systems.
•Experience processing or supporting purchasing, procurement, travel, budget, payroll/timekeeping, and human resources transactions.
•Experience maintaining operational databases, equipment and inventory records, vehicle or fleet information, utilities data, personnel records, or comparable organizational reporting systems.
•Experience supporting senior-level administrators and coordinating calendars, meetings, correspondence, reports, special projects, and institutional reporting requirements.
•Experience preparing and analyzing spreadsheets, financial information, operational reports, and management reports.

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