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Assistant to Associate Vice President, Facilities Services
Provides secretarial and administrative support to the Associate Vice President for Facilities Services and to the Business Manager for Facilities Services that involves planning, organizing and performing a variety of complex technical, clerical and administrative duties. Works under the general supervision of the Associate Vice President with latitude for initiative and independent judgment.
Generates and distributes work orders and issues departmental billings. Maintains records on vehicle reservations. Prepares purchase requisitions. Works with and assists the Business Manager for Facilities Services in reviewing departmental credit card accounts, preparing Facilities Services monthly financial statements, and processing Worker’s Compensation claims. Handles routine and confidential correspondence. Screens visitors, schedules appointments, responds to requests for information, and maintains files and fiscal records. Performs other specialized tasks requiring a high level of skill in typing and computer operation. May supervise other clerical staff or student assistant. Performs other related duties as assigned.
Ability to stand and sit for long periods of time.
Should have extensive experience in general office practices and procedures, including some administrative and personnel supervision. Should have experience in computer applications including Word, Excel, and Outlook. Experience with PowerPoint and Access, preferred. Experience in preparing documents and spreadsheets. Experience with direct customer contact.
Excellent knowledge of correct grammar, spelling and punctuation. Thorough knowledge of modern office practices, procedures and equipment. Proficiency in use of office computer applications. Some knowledge of construction, maintenance and mechanical terminology and practices, desired.
Graduation from high school. Some college desirable, degree preferred.
Must have the ability to work independently on complex assignments and to interpret pertinent policies and procedures accurately. Must be able to communicate effectively and have good interpersonal skills. Must be able to interpret and carry out written and verbal instructions with a minimum of errors. Must be able to exercise sound judgment in stressful situations. *Regular reliable attendance is required. *Typing test required.* A valid Texas driver's license is required. *This position is designated as security sensitive and requires a criminal background check.