Administrative Assistant II - Bentley University in Waltham Massachusetts

Unfortunately, this job is expired as of 8/4/2015.

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Bentley University

Waltham, Massachusetts

United States

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Detailed Job Description

The Administrative Assistant II provides full time administrative support to the Executive Director of Facilities Management and the Facilities staff as well as the Union Personnel. This position is responsible for efficiently running the Facilities Management Office. This position works closely with other university departments including Financial Operations, Public Safety, Human Resources and the Payroll Department. This position is the central contact person in Facilities Management for internal and external constituencies. This position promotes and fosters a professional atmosphere in the office and encourages a positive, efficient work environment.  

Additional Description of Duties:

Administrative Support: Performs general office duties including but not limited to: answering telephone calls, copying, researching invoices, creating and tracking purchase orders, and ordering office supplies for the department. This position will schedule department meetings and create the agendas.

Reporting: Coordinates the collection of monthly reports from managers in the department and compiles them for submission to the Executive Director of Facilities. Develops a quarterly report from the monthly reports and submits them one to two months after the end of the quarter. Facilitates and coordinates with the input from managers a high level annual report that comprehensively outlines the department's accomplishments against departmental goals and standards. Works with the budget analyst to prepare reports will show financials, production metrics as well as major accomplishments.

Scheduling: Manages the Executive Director's calendar in Outlook. Also maintains the Conference Room, Training Room, Union personnel and Office Staff calendars.

Personnel: Serves as the primary contact for onboarding all new departmental hires. Monitors and efficiently distributes the daily attendance report for union and staff personnel. Works with Payroll in processing submittals for bi-weekly and monthly payrolls. Creates Manager on Call (MOC) Schedule. Maintains and updates personnel files

Documentation: Facilitates and coordinates documentation to formulate department procedure manuals regarding the processing of information through the department. The manuals should include training guides for document storage on N drive, Infor, Banner, Image Now, Manager on Call and ICP updates.  

Position Qualifications

Minimum Associates degree with 3-5 years' experience in an office setting. Must be proficient in all aspect of Microsoft Office Suite including Word, Power point, Excel, Access, Visio and Outlook. Must have experience writing and editing documents. Excellent organizational and communication skills are essential. Must be able to effectively interact with a wide variety of internal and external constituencies.

Must be able to work in a fast paced environment with competing demands.

Must hold and maintain a valid, unrestricted United States driver's license, with an insurable driving history as determined by Bentley's insurance carrier.  

License(s) Required for the Position

Must hold and maintain a valid, unrestricted United States driver's license, with an insurable driving history as determined by Bentley's insurance carrier.  

Bentley University is an Equal Opportunity Employer, building strength through diversity.  

Keyword Phrases

  • Facilities Management
  • Administrative Assistant II
  • Business University
  • STAR - Scholarship, Teaching, Advising, Research
  • Corporate & Community Partnerships
  • Facilities Management
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: Associate
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter