Job Description

Location: Louisville, KY Category: Staff Positions Posted On: Tue Feb 4 2025 Job Description:

The Administrative Assistant, Facilities Management, plays a key role in providing administrative support to the Director and the Facilities Management team. This position is a full-time in-office position, though limited remote work may be possible in certain circumstances with supervisor approval.

• Provide excellent customer service to university staff, faculty, and students regarding facilities-related inquiries and service requests.
• Provide administrative assistance for the Office of Facilities Management by managing calendars, scheduling meetings, and preparing agendas.
• Address concerns and escalate issues to the appropriate personnel when necessary.
• Organize and maintain files, both physical and electronic, ensuring all documents are easily accessible and properly archived.
• Answer phone calls, handle emails, and respond to inquiries, directing them to appropriate staff members as needed.
• Oversee work order system and assist others with training and/or problems encountered using work order system.
• Meeting and Event Coordination:
  • Schedule and coordinate internal and external meetings, including booking meeting spaces and preparing materials.
  • Take detailed meeting minutes, as requested, and distribute them in a timely manner.
  • Assist in organizing departmental events, including training sessions, conferences, workshops and special events.
• Document Preparation and Reporting:
  • Prepare and proofread documents, reports, presentations, and correspondence for the Director, ensuring accuracy and professionalism.
  • Assist in compiling and analyzing data for monthly, quarterly, and annual reports.
  • Manage and update Facilities Management databases, tracking service requests, work orders, and project statuses.
• Facilities Coordination and Support:
  • Serve as a liaison between the Director and internal/external stakeholders, including contractors, vendors, and university departments.
  • Assist in coordinating facilities-related projects and ensuring proper documentation and tracking of project timelines.
  • Manage and maintain the Facilities Management office's supply inventory, ordering materials and equipment as necessary.
• Financial and Budget Support:
  • Assist with the preparation of budget documents and track departmental expenditures.
  • Process invoices and purchase orders in accordance with university policies.
• Assist in reconciling budgets, ensuring all financial documentation is up-to-date and accurate.
• Special Projects:
  • Support the Director and Facilities Management team with special projects and initiatives as assigned.
• Coordinate cross-departmental collaboration, ensuring tasks and projects are completed on time.

Job Requirements:

• High School diploma
• Experience with Microsoft office
• Two years of full time office experience
• Experience with work order systems and processing purchase orders
• Experience scheduling meetings and fielding phone calls
• Experience with accounting and creation of spreadsheets

Additional Information:

Bellarmine University is committed to core values of diversity, equity and inclusion and embraces diversity in our workforce among members of faculty, staff and administration. We remain committed to affirmative actions, policies, procedures and attitudes necessary to continue to build and retain a diverse and equitable workforce. We will demonstrate a fully realized and lived commitment to equity and inclusion, empowering all members of our increasingly diverse community and supporting them to achieve their full potential. As part of Bellarmine's commitment to diversity, equity and inclusion, we will seek to ensure that all aspects of employment, including recruitment, selection, job assignment, training, compensation, benefits, discipline, promotion, layoff and termination processes remain free of discrimination based upon race, color, national origin, religion, sex, age, creed, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other protected class.

About Bellarmine University

Bellarmine University is a dynamic, growing university with a strong liberal arts focus in the Catholic higher education tradition and a bold vision for the future. Bellarmine has undergraduate and graduate enrollment of nearly 4,000 students, and continues to add new academic programs while maintaining small class sizes and personal attention to students. Bellarmine is listed in the Princeton Review's Best 382 Colleges, is one of the top 15 Southern regional universities in U.S. News and World Report's 2018 college rankings, and is a top university in Forbes' list of America's best colleges. In a survey by The Princeton Review, students praised Bellarmine as a place that is "welcoming to every single person and makes an effort to include everyone." Bellarmine students, faculty and staff engage in more than 25,000 cumulative hours of service each year, in Louisville and around the nation and world. Bellarmine is located on a scenic 175-acre campus in the Highlands neighborhood of Louisville, KY, which Glassdoor recently recognized one of the nation's top 10 cities where pay goes the furthest, and National Geographic calls it a top 10 food city. ZipRecruiter calls Louisville a top 1 ... 0 city for job seekers, thanks in part to its central location and low unemployment. Louisville is within a day's drive of two-thirds of the U.S. population. Bellarmine is an affirmative action and equal opportunity employer and encourages applicants with diverse backgrounds to apply. Bellarmine University is committed to core values of diversity, equity and inclusion and embraces diversity in our workforce among members of faculty, staff and administration. We remain committed to affirmative actions, policies, procedures and attitudes necessary to continue to build and retain a diverse and equitable workforce. We will demonstrate a fully realized and lived commitment to equity and inclusion, empowering all members of our increasingly diverse community and supporting them to achieve their full potential. As part of Bellarmine's commitment to diversity, equity and inclusion, we will seek to ensure that all aspects of employment, including recruitment, selection, job assignment, training, compensation, benefits, discipline, promotion, layoff and termination processes remain free of discrimination based upon race, color, national origin, religion, sex, age, creed, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other legally protected class.

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Job Tags

Full time, For contractors, Remote job,

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