Facilities Assistant

St. John's University Nyjamaica, NY Full-time Maintenance

Posted on April 6, 2024

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Facilities Assistant

St. John's established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Department

Campus Facilities and Services

Specific Job Title

Facilities Assistant

Reports to

Executive Assistant to Associate Vice President, Facilities

Campus

Queens

Job Summary

The Facilities Assistant provides administrative and clerical support to the Director of Facilities Operations and his team and manages all procurement functions for the department and any other duties as assigned.

Essential Functions

Manage and maintain calendar for the Director of Facilities Operations including scheduling and coordination of all meetings in both in-person and via Microsoft Teams
Be responsible for all correspondence, memoranda, and any other documentation as requested by the Director of Facilities Operations including assisting in preparation of contracts and preparation of all related materials for senior management approval
Update and process service contracts for outside vendors including preparing all related materials for senior management approval
Maintain hard copies and electronic files of updated certificates of insurance for all Facilities vendors which includes an updated log containing all expiration dates
Maintain scanned copies of all service agreements for the Facilities team including sending a signed copy to the vendor
Order supplies for Facilities, Conference Services, and an outsource company and maintain supply inventory for two locations

Prepare EPCF forms for all Facilities student workers and train all new student workers in the facilities division as needed
Prepare and generate of check requisitions as needed
Update project course reports
Process invoices to ensure timely payment
Create and maintain budget reports and committed cost for capital projects
Maintain project and vendor files
Responsible for all phases of the Purchase Order System which includes:

- Generating purchase orders in UIS
- Reviewing proposals and including proper financial coding when directed
- Monitoring students to ensure information is being entered accurately into the UIS system
- Utilizing the Banner system to finalize created purchase orders and submit for approval
- Ensuring two students are fully trained on the processing of purchase orders so there is no lapse in coverage
- Tracking all information and submissions; and
- Scanning/copying/e-mailing purchase orders to appropriate parties

Work as part of a collaborative team including a variety of office administrative functions
Assume responsibilities of other administrative staff during their absence and any other duties assigned

Competencies

In this position, we are seeking a candidate with a demonstrated capacity to deliver prompt and outstanding service. The ideal candidate should actively promote a workplace culture rooted in Diversity and Inclusion. It is essential for the candidate to exhibit a keen sense of personal accountability, embracing ownership, adaptability to change, and fostering a spirit of collegiality and teamwork. Effective communication within the team, with members of the department, auxiliary services teams, and vendors, is crucial. Additionally, the candidate should consistently strive to produce work of high quality. The ability to embody these qualities and contribute to a collaborative and dynamic work environment is key to success in this role.

Work Environment

This position operates in a professional office environment; this position requires you to use standard office equipment such as personal computers, printers, etc.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; and communicate. The employee must occasionally lift or move up to 5-10lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

The position is full-time, and the expected hours of work are Monday through Thursday, 8:30 a.m. to 4:30 p.m. and Friday 8:30a.m.-3:00pm.

Required Education and Experience

High School Education
Three to five years of working experience required
Excellent computer and typing skills
Excellent communication skills, both verbal and written
Self-motivated and self-directed
Ability to work independently
Flexibility regarding work schedule
Strong organizational and planning skills, including ability to multitask
Detail-oriented with a sense of creativity
Ability to effectively communicate with all University personnel

Preferred Education and Experience

Bachelor's degree preferred

Additional Eligibility Qualifications

New York State Notary license preferred

Candidates without a Notary license must obtain one post-hire. Costs incurred by employee associated with obtaining a NY State Notary license will be reimbursed to the employee by the University.

Other Duties

Other duties may be assigned as required. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

In compliance with NYC's Pay Transparency Act, the annual salary range for this position is $44,200 - $51,400. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John's University's physical locations at any time.

St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.

St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

To apply, visit https://jobs.silkroad.com/StJohnsEdu/Careers/jobs/219521

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