Administrative Specialist Senior

This position provides advanced administrative office support and program coordination, with a large focus on budget tracking, invoicing, allocations, and data entry in support of the Facilities Department personnel and internal/external customers. This position is also responsible for initiating maintenance work orders, assigning them to appropriate personnel, and providing customer support as needed. Additionally, this position schedules and attends meetings, provides briefings, and tracks data analytics and reporting measures to support and enhance facility maintenance practices.

Essential Functions

Administrative Function: 30%

• Assist with research and coordination of projects related to Facilities Management practices

• Communicates with internal and external customers regarding policy, procedures, work requests, and event information.

• Provides customer support and specialized administrative support related to assigned work areas.

Reporting and Program Function: 30%

• Oversees the maintenance of files, records, and database information.

• Creates documents, reports, and other communication material.

• Prepares and maintains schedules, coordinates calendars, and tracks meetings

• Designs and formats complex documents, correspondence, and presentations using Microsoft Office suite and other online programs.

• Tracks Facilities Department full-time, part-time, and contracted positions.

• Provides training to staff related to assigned job functions and areas of responsibility.

Budgeting/Invoicing: 30%

• Oversees Facilities Department budget and purchasing activities

• Creates purchase requisitions and distributes approved purchase orders and invoices for paid services.

• Tracks and monitors procurement card activities in support of Facilities Department expenditures.

• Coordinates office supplies and equipment inventory and maintenance services.

Other Duties: 10%

• Coordinates vendor/contractor activities throughout both campus locations.

• Knowledgeable of applicable policies, procedures, and required training.

• May lead work or focus teams on assigned projects/initiatives.

• Other scheduled work in line with common essential functions.