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Administration Jobs

Administrative Assistant

Bellarmine University

Louisville, KY

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JOB DETAILS
SKILLS
Administrative Skills, Billing, Budget Management, Budgeting, Business Administration, Communication Skills, Conferences, Customer Support/Service, Detail Oriented, Documentation, Event Management, Facilities Management, Facility Management Software, File Maintenance, Higher Education, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Office Management, Organizational Skills, Physical Demands, Presentation/Verbal Skills, Project Management Software, Proofreading, Purchase Orders, Record Keeping, Team Player, Telephone Skills, Time Management, Truck Driver, University/School Policies, Vehicle Fleets, Work From Home, Writing Skills
LOCATION
Louisville, KY
POSTED
Today
Job Description:

The Administrative Assistant plays a key role in providing administrative support to the Facilities Management team. This position is a full-time in-office position, though limited remote work may be possible in certain circumstances with supervisor approval.

Visa sponsorship is not provided for this position.

Requirements:

Essential Duties and Responsibilities:
  • Answer phone calls, handle emails, and respond to inquiries, directing them to appropriate staff members as needed.
  • Organize and maintain files, both physical and electronic, ensuring all documents are easily accessible and properly archived.
  • Assist with the work order system, ensuring concerns are addressed in a timely manner.
  • Provide support in organizing departmental events, including training sessions, conferences, workshops, and special events.
  • Aid in the preparation of daily reports.
  • Prepare and proofread documents and correspondence as directed, ensuring accuracy and professionalism.
  • Manage the department's uniform program.
  • Track and maintain vehicle records, including the BU rental fleet and approved drivers list.
  • Support the Office Manager with reconciling budgets, ensuring financial documentation is up-to-date and accurate.
  • Process invoices, payments, and purchase requisitions in accordance with university policies, providing information to the Business Office as needed.
  • Serve as liaison to the Business Office for all Facilities business-related items.
  • Support the Facilities Management team with special projects as assigned, ensuring tasks and projects are completed on time.
  • Provide excellent customer service to university staff, faculty, and students regarding facilities-related inquiries and service requests.
  • Report concerns to the Office Manager as appropriate.
Additional Information:

Interpersonal and Professional Skills:
  • Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
  • Strong written and verbal communication skills, including the ability to interact professionally with all levels of staff, faculty, and external stakeholders.
  • Ability to maintain confidentiality and handle sensitive information.
  • Ability to work as part of a team in a fast-paced environment.
Required Education and Experience:
  • An associate degree in Business Administration, Office Management, or a related field is preferred.
  • Minimum of 2 years of experience in administrative support, preferably in facilities management or a higher education setting.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity software.
Preferred Qualifications:
  • Experience working in a university or higher education environment.
  • Familiarity with facilities management software or project management tools.
  • Basic understanding of budget management and financial tracking.
  • Familiarity with BEST key system.
  • Familiarity with online work order systems.
Physical Demands and Working Conditions:
  • Ability to work at a desk for extended periods of time.
  • Occasional lifting of supplies and office equipment (up to 15 pounds).
  • Some flexibility in working hours, including potential evenings or weekends for special events or emergencies.

Disclaimer:

This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the organization's ongoing needs.

Application Instructions:

Please submit a cover letter, resume, and contact information for three professional references.

Please note: Visa sponsorship is not provided for this position.

About the Company

B

Bellarmine University

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