Office Assistant (Facilities Management)

Benedictine University - Lisle, IL

Full-time
Primary Duties and Responsibilities:
Founded as a Catholic university in 1887, Benedictine University is located in Lisle, Illinois just 25 miles west of Chicago, and has a branch campus in Mesa, Arizona.

We are Catholic. All are welcome. Benedictine University seeks employees who understand and contribute to the University’s mission and vision. Inspired by our Catholic Benedictine mission and identity, our academic community is committed to inclusion. As an institution, we express our commitment to our identity as a Catholic and Benedictine institution through our values as they are manifested throughout the University. As such, all employees are expected to support the University’s Catholic Benedictine mission and identity and to contribute to its distinctive intellectual life in an effort to help each student and each other to thrive academically, professionally, and personally in our religiously and culturally diverse academic community.

Job Title: Office Assistant

Reports to: Manager, Facility Support Services

Position Summary: Responsible for office and administrative support to the Department of Facilities Management. Provides high-level customer service to all University's students, faculty, staff, and visitors to ensure the departments operational success.

Essential Job Responsibilities:
1. Responsible for the overall function and organization of the Facilities Management front office. Answer all department inbound phone calls and voice mail, receiving and respond to department emails, as well as greet visitors, vendors, and contractors while maintaining all required tracking logs. Provide support with generating on-demand service work order requests and/or dispatching service staff. Ensure office, phone, and email coverage week days from 8:30a - 4:00p.

2. Assist the Manager with data entry, copying, scanning, special projects, and other department office administrative support functions as needed.

3. Screening, processing and delivering paperwork on a daily basis. Responsible for maintaining an extensive electronic filing system using standardized naming formats and updating the master tracking spreadsheets.

4. Maintain the department support event schedule, systems, websites, policies and procedures manuals, tracking logs, and all other needs as required.

5. Assist with department meeting and event arrangements including making space reservations, setting up WebEx, calendar maintenance, appointment scheduling, ordering food services, and all other needs as required.

Other Functions:
1. Recieve, process, deliver and distribute mail and packages for the department.

2. Assist with maintaining office equipment and ordering and maintaint office supply inventory.

3. Prepare and create correspondence, documents, internal and external reports, and handle confidential materials.

Required Qualifications:
Education: High school diploma or equivalent, with Bachelor’s degree preferred

Experience: 1-3 years office experience, preferably in an academic setting

Specific Skills: Ability to maintain high level of confidentiality, knowledge of business office practices and procedures, excellent interpersonal/human relations skills. Accurate typing skills, excellent writtend and verbal communication skills.

Specific Knowledge, Licenses, Certifications: Proficiency in Microsoft Office, good comfort level with computers and willingness to learn new software applications.

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Travel (If applicable): NA

Supervisory Responsibility (if applicable): NA

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Benedictine University is an Equal Opportunity Employer.