Administrative Assistant II

Track changes in the College’s space utilizations to include reassignments of departments, occupancy, associated projects, and optimal use. Provide real-time data updates to University SPIN database for all College space following regular audits and completion of construction projects.  Support Facilities Associate Director in developing and maintaining analysis reports for all College space utilization including laboratory types and administrative functions. Assist Facilities Associate Director in having current, accurate space analysis data to provide timely and feasible recommendations to Associate Dean. Serves as primary liaison with Business Administration Technology Services (BATS) Department in developing custom reports, for the College, created from SPIN, STARS and METRICS databases. Work with BATS to develop appropriate data fields and tables to track College space utilization information.  Manages BATS ticketing / work order system.

Assist in maintaining project status information for the University’s Project Tracker database. Assist Facilities Department in coordination of projects and services with other University Departments including Facilities Services, Environmental Health and Safety, and Planning Design and Construction.

Assist Facility Department in budget oversight for all department projects. Compare incoming invoices to proposed budget lines to help identify and prevent overruns. Communicate with vendors and contractors to provide timely invoicing to assist with project closeout.

Assist Facilities Department in permit application, permit tracking, inspection scheduling, and project closeout using Citizenserve and ACC/BIM/Forma services with Environmental Health and Safety and Planning Design and Construction

Assist Facilities Department in coordinating project planning and design meetings with College departments, other University Departments, design professionals, vendors and contractors.

Assist Facilities Department in developing Departmental documentation and website maintenance including standard operation procedures, policies, departmental website, and Office of Research intranet information.

Manage building key assignments and electronic (Lenel) access for Weil Hall and other buildings, as necessary

Miscellaneous other duties as assigned.

Excellent verbal and written communication skills, ability to multitask, sound judgement, and a strong work ethic.

Ability to work as a Team member and contribute positively to a team.

Maintain confidentiality

Ability to multi-task

Technical expertise including a familiarity with databases, particularly web-based or hosted databases. Familiarity with developing and extracting database reports. This is not a software development position; however, experience in working with developers to customize databases would be beneficial.

Experience in project management, construction processes and the utilization of project management software.

Experience with Wordpress

Must be familiar and proficient with Microsoft Office Suite, particularly Excel.