Administrative AssistantJob Department/School Facilities ManagementFT/PT/Temp Full timeLocation Garden City, N.Y.Administrative Assistant Facilities Management JOB SUMMARY: This position is responsible for Work Order assignment through the Facilities Footprints system, procurement related activities through Unimarket and. ADP eTime support. SALARY INFORMATION: In compliance with New York’s Pay Transparency Act, the salary for this union position is $41,471. Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits, including Tuition Remission for the employee, spouse and dependent children. For a list of benefits provided to employees, please click here (http://hr.adelphi.edu/benefits/faculty/#xdcof=MDU1M2U0NjQtNjNhMi00NjI5LWI0ZGEtMGE1ZTg3ZmEzNzVh) . REPORTS TO: Director of Administration and Quality Assurance RESPONSIBILITIES & DUTIES: Work Order related:
Assign requests entered into Footprints. Respond to any customer inquiries.
Answer customer service and vendor phone calls.
Manage student workers including schedule and pay approval.
Procurement related:
Support eProcurement lifecycle using Unimarket.
Enter requisitions and manage invoice payments as liaison with AP.
Submit monthly check requisition for all utilities and other vendors as needed.
Monitor approval cycle to ensure timely delivery of goods and services and vendor payments.
Order supplies as needed.
Time and Attendance and HR Support:
Approve Time and Attendance using ADP eTime for union staff.
Ability to understand contract requirements as related to Paycodes.
Track PTO accruals.
HR Support (as as point of Contact, employee check requisitions, submit forms, etc.).
Other:
Perform other job related duties as assigned.
REQUIREMENTS (Knowledge, Skills and Abilities):
Technical skills required (Word, Excel, Google Suite)
Familiarity with eProcurement system such as Unimarket is preferred.
Proficiency with basic calculations.
Ability to learn new software as needed.
Ability to be organized and pay attention to detail.
Excellent interpersonal and communication (verbal, written and presentation) skills.
Ability to maintain confidentiality.
Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
Ability to work in collaborative, team-oriented environment.
Ability to work effectively with a wide range of constituencies in a diverse and inclusive community.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
Bachelor’s degree is preferred.
Minimum of two years of administrative experience is required
Experience working in a facilities related area is a plus.
HOURS:
Monday – Friday, 8:00am to 4:00pm.
ABOUT ADELPHI:
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi is one of just four companies and the only university on Long Island to be named among America's Best Employers by State for 2023 by Forbes. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,400 students at its beautiful main campus in Garden City, at learning hubs in Brooklyn, the Hudson Valley and Suffolk County, and online. The University offers students 70 undergraduate programs, 93 master’s degree and doctoral programs, and 64 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 44 states and 76 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
Adelphi University is an equal opportunity/affirmative action employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.