Administrative Assistant

Position: Administrative Assistant

Department: Facilities Operations: Physical Plant

Campus: North Manchester

Target Hire Date: August 2024

Position Overview:
This position serves as the front-line customer service representative for all visitors to the Neher Maintenance Center.

Primary responsibilities are to serve customers in coordinating, and communicating operational facility needs to physical plant staff, manage the vehicle reservation process, and to assist the Assistant Vice President for Facilities and Auxiliary Operations in daily office management.

Essential job functions:

• Answer Telephone
• Sign out keys to employees and contractors
• Work with customers and contractors at counter
• Manage fleet vehicle reservation for faculty and staff
• Occasionally support the management of work orders (receiving and assigning)
• Receive shipments of UPS, Fed EX and direct delivery
• Maintain documents in the office
• Distribute invoices for approval
• Manage time for staff and students electronically
• Distribute mail to physical plant employees
• Keep staff informed of campus announcements
• Assist accounts payable in the business office
• Serve as office liaison between faculty/staff and maintenance/custodial staff; and communicate accordingly back to the customer
• Maintain the SDS online log
• Track and submit all permits for compliance with building and fleet operations including elevator permits, vehicle registrations, amusement and entertainment permits, etc
• Monitor OSHA training compliance for facilities employees
• Perform all department online ordering
• Create the facilities on-call schedule and track call-ins
• Perform other duties as assigned by supervisor

Qualifications:

• High School education or equivalency
• Ability to work with faculty, Staff, Students, contractors and public
• Knowledge of computers, telephone, calculator, copy machine, fax machine, two-way radio and pager system
• Two years clerical and organizational/customer services assistance
• Experience with Microsoft Office
• The abilities to lift approximately 20 lbs.; hear and speak clearly, sit for up to 8 hours per day; and keyboard for extended periods are all essential qualifications for this position
• Professional appearance and the ability to interact effectively with persons at all organizational levels are essential. Must represent the University with the highest degree of professionalism.

General information: Manchester University is an independent, liberal arts university with a campus in North Manchester, Ind., where approximately 1,300 students choose from at least 60 areas of undergraduate study, two master's programs, and 21 NCAA Division III varsity sports. Our second campus in Fort Wayne is home to growing health science programs, including athletic training, nursing, nutrition and nutrigenomics, pharmacy, pharmacogenomics, and physical therapy.

Manchester has a distinctive commitment to developing respect for ethnic, cultural, and religious pluralism and international consciousness. Manchester University respects the infinite worth of every individual and graduates persons of ability and conviction who draw upon their education and faith to lead principled, productive, and compassionate lives that improve the human condition. As an institution rooted in the tradition of the Church of the Brethren, Manchester University values learning, faith, service, integrity, diversity, and community.

Work schedule: This is a full time, non-exempt Position. Forty (40) hours per week will be the general rule. However, depending on the project cycles and workflow demands of the University, additional hours of workday schedule changes may be required.

To apply: We seek a candidate with a commitment to working effectively with students, faculty, and staff of diverse backgrounds. The review of applications begins immediately and will continue until the position is filled. Apply online via ADP and upload a cover letter and resume with your completed employment application. Questions can be emailed to HR@manchester.edu.

Manchester University is an equal-opportunity employer.

Applicants who further diversify our faculty and staff are warmly welcome.