Administrative Specialist

Job Description

Under the supervision of the Assistant Director, Major Capital Projects/Purchasing, the incumbent is responsible for providing administrative, clerical and technical support and assistance for the Facilities Management Office. Generates reports, charts, graphs, and spreadsheets with various software programs such as Excel, Access, and PowerPoint for published documents. Performs wide range of office procedures as well as preparing routine correspondences/documents/scan, photocopying, review/prepare monthly reports for accruals, maintains emergency contact information, equipment inventory log, china inventory log, furniture inventory log, short term & long term storage log, and other items as deemed necessary for the effective operation of the department. Assists with the Information Technology needs for Dining Service’s Facilities by tracking status of work orders, EHS inspections, follow up action plans, and sanitation inspections. Creates weekly and monthly reports for updates; following up on incomplete items. Assists with the database management of tracking Major Maintenance purchases. Independently prioritizes and completes responsibilities within departmental guidelines and University procedures with frequent interruptions. Assists the Assistant Director, Major Capital Projects/Purchasing, Buyer IV Food & Dining Services, and Major Maintenance/Equipment/Purchasing Manager with specific project management duties, such as product research, data compilation and cost analysis, contractor/vendor selection process, mailing, scheduling interviews, coordinating meetings, and preparing correspondence. Provides support as directed with purchasing, inventory, and projects. Provides backup assistance to Dining Service Managers and support staff when necessary.