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About the Role

The Administrative Assistant will provide work order support for all Facilities Teams, manage payroll and attendance for union staff, and assist with procurement activities.

Responsibilities

• Assign all service requests to appropriate trade or vendor.
• Follow up, update and close out all vendor work tickets once completed.
• Respond to all customer inquiries and assist with entering service requests.
• Monitor the facilities management phone system and respond to phone calls.
• Monitor the facilities staff call out line.
• Monitor the facilities staff building issues dedicated reporting line.
• Manage student workers schedule and timecard approval.
• Monitor and train facilities service desk student workers on proper phone etiquette and customer service.
• Run Footprints service reports to highlight current trends.
• Program re-occurring preventative maintenance service tickets for all trades.
• Review outstanding service requests and update.
• Triage all urgent/emergency requests and dispatch appropriate team.
• Approve time and attendance for all APPWLU and Local 1102 Union staff.
• Display knowledge and understanding of union contract requirements as related to pay codes.
• Track PTO accruals.
• Maintain APPWLU PTO Google calendar for office to establish daily trade assignments.
• Provide HR/Payroll Support for annual uniform check requisitions and Payroll Transaction Forms.
• Support eProcurement lifecycle using Unimarket.
• Assist facilities budget coordinator as necessary.
• Order supplies as needed.
• Perform other job related duties as assigned.

Requirements

• Knowledge of trades and trades related work requirements.
• High customer service and support skills.
• Effective problem solving and resolution.
• Ability to communicate effectively with service vendors.
• Proficiency with basic calculations.
• Ability to learn new software as needed.
• Ability to be organized and pay attention to detail.
• Excellent interpersonal and communication (verbal, written and presentation) skills.
• Ability to maintain confidentiality.
• Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
• Ability to work in collaborative, team-oriented environment.
• Ability to work effectively with a wide range of constituencies in a diverse and inclusive community.

Skills

• Word
• Excel
• Google Suite
• ADP
• Unimarket
• Footprints

Location

• Garden City, NY

Work Type

• Onsite
• Full-time

Experience Level

• Minimum of two years of administrative experience

Education Level

• Bachelor’s degree preferred

Salary/Compensations

• $43,783

Benefits

• For a list of benefits provided to employees, please click here.

About the Company

• Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success.
• Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness.
• Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online.
• The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training.
• With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.