Facilities Office Assistant

Apply now Job no: 496879
Position type: full-time
Location: Lewisburg, PA
Categories: Facilities, Clerical / Support

The Facilities Department front office is looking to add a detail-oriented, team player with a positive attitude to their team. The position requires someone who is capable of independently resolving routine problems. We need a people-person capable of being the main point of contact for the Facilities Office handling phones, greeting visitors, and communicating with staff of all levels of the campus community, external customers, and vendors. Additional duties will include processing and escalating work orders and generating associated reports, preparing various administrative reports, assisting in the administration of the university key control program, and addressing numerous other support related responsibilities. This position also has responsibility for invoicing for goods and services and managing the internal cost capture process.

This full-time, 12 month, benefits eligible position reports directly to the Director of Business Operations, Facilities. This full-time, non-exempt, benefits eligible position reports directly to the Director of Business Operations, Facilities.

Job Duties:
● Serves as the Facilities point of contact on work orders including but not limited to, triaging, processing, and escalating work orders, generating associated reports, providing status to customers, and responding to questions regarding cost capture billing. Inputs, updates and closes out work orders, and coordinates work with Facilities staff. Provides TMA/work order training for various departments campus wide. Assists in developing, updating, and maintaining statistics regarding work orders and customer satisfaction.
● Serves as the initial point of contact for the Facilities Office. Manages and screens incoming phone calls to the main phone line, greets and assists visitors, and provides assistance with general inquiries and scheduling meetings and appointments as necessary. Performs reception duties in an efficient, professional, and courteous manner.
● Provides general administrative support for staff in Facilities. May include, but is not limited to, making phone calls, drafting correspondence, securing information, managing and distributing incoming mail.
● Updates and maintains departmental policies and procedures, directives, and other correspondence.
● Maintains and updates records and files containing permits, contracts, approvals, warranties, licenses, all vendor Certificates of Insurance and inspection certificates.
● Assists with the University Key Control Program.
● Maintains the petty cash; making disbursements, reconciling, and submitting annual reports as necessary.
● Primary point of contact with Facilities cost capturing process and coordination of cost capture with Finance.
● Trains and supervises light-duty Facilities members until released to full duty.
● Responsibilities also include reconciling financial records, performing end-of-year closeout operations, and generating budget reports as required.
● Coordinates with Project Managers, Supervisors, and others to gather information for the end of fiscal year closeout, and prepares reports for submission to Finance.
● Employee safety shoe reimbursement program.
● Assists staff with Expense Reporting.
● Cross trains and serves as back up support for the other Facilities Office staff.
● Adheres to OSHA standards, employs safe practices, and follows safety policies/procedures. Uses PPE in a safe manner, sets examples for others, notifies supervisors of potential hazards, and demonstrates good housekeeping habits.
● Supports and promotes the University’s sustainability efforts.
● Performs other duties as required.

Minimum Qualifications:
● High school diploma or equivalent.
● Three years of administrative/office experience.
● Proficiency with Google Suite, Word, Excel, PowerPoint, email, and other similar software programs.
● Strong customer service focus and time management and organizational skills.
● Demonstrated attention to detail and ability to enter large volumes of alpha/numeric data into a computerized system.
● Demonstrated ability to work with numerous interruptions, meet deadlines, and work well under pressure.
● Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons both within and outside the department.
● Ability to understand oral and written instructions and procedures.
● Demonstrated ability to work independently and as a team member; take initiative, use good judgment, and communicate effectively.
● Demonstrated commitment to diversity and inclusiveness.

Other Requirements:
● This position is classified as part of essential services. Individual may be required to report to work even if campus has a delayed opening, early closing, or is closed, unless instructed otherwise by facilities supervisor; or when the individual has concerns related to their personal safety.
● A post offer criminal background.
● Ability to work occasional overtime as required.

Work Type: 

About Bucknell

Founded in 1846 and located along the banks of the Susquehanna River in historic Lewisburg, Pa., Bucknell University is an undergraduate-focused institution that stands uniquely at the intersection of top-ranked liberal arts, engineering and management programs. Our students choose from more than 60 majors and 70 minors in the arts, engineering, humanities, management, and natural and social sciences, as well as extensive global study, service-learning and research opportunities. Bucknell’s 3,700 undergraduate and 30 graduate students enjoy a low 9:1 student-faculty ratio and exceptional opportunities to collaborate with faculty mentors on scholarly and artistic projects.

Bucknell’s beautiful 450-acre campus includes first-rate facilities and is home to more than 90 percent of its undergraduate students. Student life is vibrant with about 200 student-run organizations, 27 NCAA Division I athletics teams, a robust arts culture, and a commitment among many of the students to community and global service work.

Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and we seek candidates who will contribute to a climate that supports the growth and development of a diverse campus community. The University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities. We encourage individuals from historically underrepresented groups to apply.

The Community

Lewisburg (pop. 5,700) is located in central Pennsylvania and features beautiful Victorian homes, the restored art deco Campus Theatre (owned by the University), a variety of restaurants, shops and boutiques, and the Barnes & Noble at Bucknell University Bookstore. It is the seat of Union County, which has about 44,000 residents.

The city of Williamsport is about a 30-minute drive from campus, and Penn State University’s main campus is about an hour away, as is Harrisburg, Pennsylvania’s state capital. Bucknell is within a three-hour drive of New York City, Philadelphia, Baltimore and Washington, D.C.

The cost of living is low compared to that of major U.S. cities and suburbs. Bucknell’s surroundings yield fresh produce, cultural activities and events, and outstanding opportunities for outdoor activity on the Susquehanna River and in the nearby state parks and forests. The Lewisburg Area School District receives excellent reviews for its schools at all grade levels. Lewisburg Area High School consistently ranks among the top 50 high schools in Pennsylvania for SAT scores and statewide exams.

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COVID-19 Information

Bucknell University is committed to the health and well-being of our community. As such, we have implemented many strategies to keep our community healthy. Students are required to be vaccinated against COVID-19, and faculty and staff are strongly encouraged to vaccinate and provide documentation of vaccination to Human Resources. Employees who do not provide evidence of vaccination are required to participate in the University’s COVID-19 sequential testing program. All members of the Bucknell community and campus visitors are required to wear masks inside public and academic buildings, regardless of social distancing or vaccination status. Click here for more information.

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