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Position Details

Position Information

Position Title Administrative Specialist

Department Facilities Management Admin -Group

Pay Type Non Exempt

Appointment Type (A) Continuing Full-Time

Hours Per Week 37.5

Number of weeks 52 weeks per year

other - # of weeks 52

Benefits Eligible Full Benefits

Geographical Regional

Qualifies for Relocation Reimbursement No

Work Schedule

Job Description

General Scope of Duties

Provide a high level of administrative support to the Facilities Management department by assisting with service calls, business support functions such as accounts payable/receivable, vehicle fleet support tasks, and procurement activities.

General Duties and Responsibilities

• Review incoming service requests (provided via either online request, email, or telephone). Follow up to obtain additional information, if necessary, and forward request to appropriate shop per departmental process.

• Serve as primary facilitator of event support work requests.

• Prepare vendor invoices for payment. Ensure invoice has been approved for payment by appropriate staff member, verify accounting coding, submit for approval.

• Assist procurement manager with routine manual and detailed clerical work in support of receiving, storing, stocking and inventory duties.

• Assist Business Services Coordinator with vehicle fleet management tasks and record keeping.

• Maintain the flow of documents per department procedure to ensure that electronic and paper purchasing documents, invoices, contracts, etc. are filed promptly and are easily retrievable.

• Perform additional functions incidental to office activities.

  Education and Skills

• High school diploma, two years related work experience required.

• Excellent oral and written communication skills. Well-developed customer service skills.

• Demonstrated organizational skills. Proven ability in an administrative support role.

• Must be detail oriented. Proven ability to meet deadlines. Ability to multi task and adjust to changing priorities.

• Demonstrated computer skills including Microsoft Word and Excel, data entry and retrieval.

• High integrity needed to handle confidential information.

  Preferred Qualifications

  Physical Demands

  Driving Required No

  Salary Range $21.39

  Covid Vaccine Information

Effective June 8, Connecticut College will no longer mandate the COVID -19 vaccine or boosters. The College strongly recommends that all students and employees be vaccinated and remain updated with their COVID -19 boosters

Applicant Credentialing Thorough applicant credentialing will be conducted on the selected candidate which will include criminal records check, DMV check and depending on the position psychological exam and pre-placement physical.

Posting Detail Information

Open Date 06/12/2024

Applications accepted through

Open Until Filled Yes

Documents needed to Apply

Required Documents

• Resume

• Cover Letter

  Optional Documents

  Supplemental Questions

  Required fields are indicated with an asterisk (*).

• • What is the highest level of education attained?

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• • How many years of experience do you have in this type of position?

• 0-1

• 1-3

• 3-5

• 5-7

• 7+

• • Are you eligible to work in the U.S.?

• Yes

• No