About the position
We seek applicants for a full-time position to provide administrative support for the College's Facilities department and assist with efficient daily operations of the area. The role is crucial in ensuring that the Facilities department runs smoothly and effectively, contributing to the overall mission of Heartland Community College. The Administrative Assistant will support the Executive Director and Facilities leadership team with various administrative details, requiring a solid understanding of applicable functions, policies, and procedures. This position involves a variety of clerical responsibilities that are essential for day-to-day Facilities activities, including data entry, managing communications through phone calls, emails, text messages, and chat platforms, as well as handling mail distribution, copying, and scanning tasks. In addition to general administrative duties, the Administrative Assistant will provide support for Facilities project work, which includes preparing required reporting submissions and adhering to various timelines. The role also involves tracking, monitoring, updating, and maintaining accounts, records, and files. The assistant will review budget information in consultation with the Assistant Director, verifying budget income and expenses for contracts, capital outlay, special projects, and grant funds. Furthermore, the position requires the creation, preparation, updating, and maintenance of a variety of confidential files and records, ensuring that sensitive information is handled appropriately. The Administrative Assistant will also be responsible for creating, editing, and maintaining department documents, which include internal and external correspondences, communications, emails, lists, logs, spreadsheets, memoranda, letters, and forms. Acting as a liaison, the assistant will assist the Executive Director in preparing, editing, and proofreading presentations and materials for meetings. Additionally, the role includes updating and maintaining the calendars of the Executive Director and other leadership team members, as well as following up with vendors and campus partners to ensure the satisfactory completion of requests.
Responsibilities
- Support the Executive Director and Facilities leadership team with administrative details and understanding of applicable functions, policies, and procedures.
- Perform clerical responsibilities in support of day-to-day Facilities activities, including data entry, answering and responding to phone calls, emails, text messages, and chat platforms, mail distribution, copying/scanning, etc.
- Provide administrative support for Facilities project work, required reporting submissions, and other timelines.
- Track, monitor, update, and maintain accounts, records, and files; review budget information in consultation with the Assistant Director; verify budget income and expenses for contracts, capital outlay, special projects, and grant funds.
- Create, prepare, update, and maintain a variety of confidential files, file sharing, filing systems and records; receive and archive confidential and sensitive information.
- Create, edit, and maintain department documents including internal and external correspondences, communications, emails, lists, logs, spreadsheets, memoranda, letters and forms.
- Serve as a liaison on behalf of and assist the Executive Director with preparing, editing, and proofreading presentations, materials, and other information for meetings.
- Update and maintain the Executive Director's and other leadership team members' calendars.
- Follow-up with vendors and campus partners to ensure satisfactory completion of requests.
Requirements
- Associate degree or appropriate experience/education.
- Keyboarding competency.
- Familiarity with Microsoft Office applications such as Word, Excel, and Outlook.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to work inclusively within a diverse campus community, including with students, employees, and external parties.
- Strong organizational skills, attention to detail, ability to problem-solve, work independently, and function professionally under pressure.
Nice-to-haves
- Work experience in a professional office and/or customer service environment.
- Basic math skills and/or experience working with budgets.
- Experience working in a physical plant or facilities department.
