Administrative Assistant - Buildings & Grounds

Summary of Responsibilities The role of the Buildings & Grounds Administrative Assistant is to provide support to the Director, Assistant Director, and the Department and ensure the office runs effectively and efficiently. The Administrative Assistant will understand and ensure office compliance with School policies and procedures and make recommendations for improvements, and develop workflow processes to improve office organization and productivity. The Administrative Assistant will be the primary point of contact for internal and external constituents and will provide excellent customer service and represent the department at a high level. Hackley’s four core values are Enter Here to Be and Find a Friend, United We Help One Another, Character Above Intellect, and Go Forth and Spread Beauty and Light. The ideal candidate embodies these values and models them for others. Reporting Structure The Administrative Assistant reports to the Director of Buildings and Grounds, while also supporting and working collaboratively with the Assistant Director of Buildings & Grounds. Specific Responsibilities The Administrative Assistant’s responsibilities include, but are not limited to, the following: Provide clerical support for the Director and Assistant Director which may include calendar maintenance, meeting set-up and preparation, travel arrangements, purchasing, mail and package processing, file maintenance, and other organizational tasks for the department, as needed. Act as the primary administrator of the School’s work order maintenance management system (Asset Essentials), ensuring that work orders are received, assigned, and completed in a timely manner. Track open work orders and follow-up with personnel, as needed. Work collaboratively with other departments and divisions to coordinate various events on campus and ensure work orders are submitted for set-ups and break-downs and identify any rental needs in advance. Serves as a member of the campus-wide Logistics and Planning Committee. Supports bi-weekly processing of payroll for the Buildings & Grounds department in conjunction with Human Resources and tracks employee time off for use and scheduling. Receives and coordinates invoices for approval from the appropriate administrator. After approval, processes invoices for Accounts Payable to ensure timely payment. Participate in daily walk-throughs of the campus and residential grounds for property inspections to assess maintenance needs and coordinate repairs. Coordinate with the Custodial team to ensure the timely completion of work requests and preparations for upcoming events. Collaborate with campus Leadership to support all emergency protocols, including campus fire and lockdown drills. Tracks expenses for capital projects, working closely with the Director of Operations and Campus Planning to ensure appropriate budgeting and reconciliation of project related expenses. Reconciles department budgets received from the Finance Office and works closely with the Director to manage financial resources. Coordinates, maintains vehicle registrations and inspections, and manages the reservation calendar for all school owned vehicles, working collaboratively with other departments and vehicle users. Develops and maintains, in collaboration with Operations and Campus Planning, an annual calendar of monthly tasks and compliance requirements to assist with future planning and provide a system of organization for known needs and activities. Serves as the primary contact for Buildings and Grounds, answering the phone and responding to emails and work orders. Prepares campus communications regarding the work of Buildings & Grounds, as needed. Completes other tasks and related duties as assigned.