Staff Assistant/Facilities

BASIC FUNCTION
To coordinate and carry out a variety of key administrative support functions of a University
division, department or program.

CHARACTERISTIC DUTIES & RESPONSIBILITIES
 Accept delivery of all incoming packages, sort and distribute mail.
 Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained – complete work orders when necessary.
 Assist in departmental budget planning. Monitor expenditures and process budget documents.
 Design, implement, and maintain departmental filling, record-keeping and reporting systems.
 Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures,
and schedules.
 Plan and prepare a variety of regular and special reports, policies and procedures related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.
 Serve as the customer service liaison with students, faculty, staff, parents, alumni, vendors, coaches, community, other colleges and universities, and/or other key department constituency. Explain policies/ procedures; answer various questions;
coordinate services; handle special requests or problems.
 Perform various bookkeeping functions: initiate P-card purchases, initiate and process financial documents related to routine check requests, travel and events budgets, special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
 Serve as Fleet manager – coordinating all related duties.
 Monitor and administer the work order system and act as the first point of contact for routine maintenance requests.
 Perform related duties as assigned.

SUPERVISION RECEIVED
Minimal supervision is received from a senior administrator or department director.

SUPERVISION EXERCISED
Administrative and functional supervision of student workers.

MINIMUM QUALIFICATIONS
Associate's degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired.
Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel.
Demonstrated experience with a full range of moderate to complex clerical work assignments involving the use of judgment and discretion.
General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures and practices.
Good planning, organizational, administrative, and analytical skills to ensure multiple deadlines are met.
Ability to work with confidential information and to apply maturity and discretion in the daily operational role.
Strong customer service experience.
Effective communication skills including the ability to deal effectively with a broad range of individuals and groups within and outside the college.

Location: This position is based at VTSU - Randolph 

This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.

Vermont State University is a part of the Vermont State Colleges System (VSCS). VSCS values individual differences that can be engaged in the service of learning.  Diverse experiences from people of varied backgrounds inform and enrich our community.  VSCS strongly encourages applications from historically marginalized and underrepresented populations.  VSCS is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.  Please contact our HR office for assistance with accommodations at humanresources@vermontstate.edu. 

NOTE: This job is subject to a fingerprint-supported criminal background check. Any offer of employment is contingent upon the satisfactory results of this check.