Administrative Assistant I - Facilities & Engineering

About Holyoke Community College: Holyoke Community College is housed on a multi\-million\-dollar, 135\-acre campus, equipped with state\-of\-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges. Mission: Educate. Inspire. Connect. Values: Kindness, Inclusion, Trust, Innovation \& Collaboration Kindness, inclusion and trust are the foundation of the work that we do together. Innovation and collaboration enable us to explore and implement the ideas that will shape our future. Under the direct supervision of the Director of Facilities \& Engineering, the Administrative Assistant I provides comprehensive administrative, operational, and clerical support to the Facilities \& Engineering Department and its management team to ensure the efficient operation of departmental functions. Ensures efficient daily operations and compliance with College policies, procedures, and established office standards. Ensures administrative deadlines are met by prioritizing work, maintaining accurate records, and completing assignments in a timely and accurate manner. Prepares, composes, proofreads, and distributes correspondence, reports, spreadsheets, and other departmental documents, ensuring accuracy, completeness, and compliance with applicable regulations and College standards. Prepares and processes travel requests, purchase requisitions, personnel requests, work orders in the College's computerized maintenance management system (Asset Essentials), and other departmental documentation. Serves as the primary point of contact for the Facilities Department by answering telephone calls, responding to inquiries, greeting visitors, providing routine information, and directing requests to the appropriate personnel. Receives, assigns, and monitors facilities work orders, routes requests to the appropriate maintenance shop, and provides customer follow\-up through work order completion and closeout. Coordinates departmental meetings, appointments, calendars, and logistics, including preparing meeting materials and distributing campus schedules to Facilities staff. Maintains departmental files, reports, contracts, applications, vendor and contractor records, vehicle restriction documentation, campus key records, fire extinguisher inspection logs, and other operational records in accordance with recordkeeping requirements. Assists with departmental financial operations by processing procurements, purchases, budget documentation, fund control point management, account transfers, coordinating with the Fiscal Office, and supporting annual budget and spending plan development. Maintains vendor and contractor files, contact information, transaction records, and correspondence; coordinates vendor and contractor visits; and supports related account and purchasing activities. Receives, sorts, and distributes incoming mail, packages, memoranda, and other departmental communications. Performs other related duties as assigned. Minimum Qualifications: Minimum of two years of full\-time, or equivalent part\-time experience in office management, office administration, business administration or business management; Proficiency with Microsoft Excel and Word; Data entry skills, organizational skills and the ability to analyze data and handle confidential information; Communicates effectively in written and oral expression; Ability to work and communicate effectively with a diverse faculty, staff and student body. A comprehensive list of duties may be found at the Massachusetts Human Resources Division\- Classification Specification under the “Administrative Assistant Series” series. https://www.mass.edu/forfacstaff/classificationspecs/home.asp Equivalency Statement: We welcome and encourage applicants who do not meet the qualifications as stated above, to put in writing precisely how their background and experience have prepared them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references. Preferred Qualifications: Associate’s degree or higher; Ability to work with limited supervision; Ability to prioritize and multi\-task; Ability to work in a team environment; * Problem solving capabilities. Full\-Time, AFSCME\-Unit Position: Bi\-Weekly Rate: $2,152\.54 (Grade 15\), plus a comprehensive State benefits package.Hours: 37\.5 hrs./week.Funding Source: State. Additional Details: Please Note: a skills assessment or presentation may be required as part of the interview process. Disability Accommodations: Holyoke Community College is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Office of People and Talent at (413\) 552\-2554\. Background Check:** Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information). All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa. Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.