Office Assistant, YSE Facilities

Yale Facilities And Maintenance Services

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Salary Range: $28.43

Overview

Under the direction of the facilities manager, provide facilities, maintenance, and other user services for the School of the Environment (YSE). Serve as the primary point of contact providing information in a helpful and professional manner, both in person and on the telephone. Provide outstanding customer service to YSE by responding to routine and emergency facilities maintenance requests, key, and ID account requests.

Essential Duties Include

• Set up classrooms and other YSE rooms for classes, events, and meetings as instructed.
• Receive routine and emergency maintenance/repair requests, provide necessary triage and work order initiation.
• Enter and respond to work requests in ServiceNow.
• Create, modify, and/or terminate ID card access and initiate key requests/returns.
• Schedule YSE vehicle use for research and classes. Maintain vehicle records, coordinate repairs and general maintenance. Maintain vehicle expenses and database. Monitor GPS on YSE vehicles.
• Preparing expense reports.
• Update YSE mailbox lists and building directories as needed. Rearrange and label mailboxes at YSE building locations as changes occur.
• Ensure YSE copiers are in working order and have paper/toner/other necessary supplies.
• Receive and sort incoming and outgoing mail and packages, delivering to appropriate buildings. Also, make proper arrangements for outgoing mail, packages, and items requiring special handling.
• Receive, store, and issue equipment, material merchandise, tools, and supplies. May order supplies and materials as necessary.
• Handling equipment rentals.
• Submit tickets for cell phone and desk phone procurement and repair.
• May drive a school vehicle for pick ups and deliveries.
• Order and deliver moving boxes, coordinate office moves.
• Ordering low volumes of office supplies.
• Meet vendors for service deliveries and assist with answering the Sage Door buzzer for deliveries.
• Coordinate Yale TR&S requests.
• Work with the Dean's Office for events to coordinate building access and facilities requests.
• This position is an in-person, on campus position and may perform other duties as needed.

Required Skills and Abilities

1. Strong interpersonal skills and customer service skills with the ability to deal courteously and diplomatically with all types of people.

2. Attention to detail with excellent organizational skills, prioritization, and communication skills.

3. Knowledge and ability to use multiple computer applications, spreadsheet software, email, and calendaring.

4. Abilities to work under pressure and deadlines. Demonstrated experience working as part of a team.

Preferred Licenses and Certifications

Must have a valid driver's license.

Physical Requirements

Ability to lift up to 30 lbs.

Principal Responsibilities

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff.

2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities.

3. Compiles statistical data and information. Establishes and maintains filing systems.

4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data.

5. Keyboards letters, memoranda and other materials. Composes general written material.

6. Schedules and coordinates conferences, meetings, appointments, and classrooms.

7. May oversee and instruct support staff.

8. Performs clerical functions incidental to office activities.

Required Education and Experience: Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.