Oversees and ensures the daily administrative operations run smoothly for the executive's office.
- Screens incoming telephone calls to FS senior management and directs calls as appropriate. Ensures the Associate Vice Chancellor and FS/ASSET leadership is prepared with the appropriate files, documents and information required for meetings, travel or events. Responsible for scheduling/managing the AVC?s time including standing meetings, travel, individual appointments and special events for the department. Develops close working relationships with assistants to other Sr. Management across campus. Oversees the coordination of department hosted events including but not limited to catering, presenters, facilities, meeting materials, etc. Maintains paper/electronic filing systems involving matters of highly confidential materials. Maintains confidentiality of information, records and correspondences; exercises sound judgement and utmost discretion.
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25 |
Prepares confidential reports for senior staff, systemwide and other officials.
- Compiles data in a variety of formats to produce summary reports and analysis with minimal supervision. Prepares flow charts, organizational charts, diagrams and reports. Responsible for developing budgets related to special projects and initiatives; manages monthly reporting and assists with coordination and tracking for various initiatives or programs.
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15 |
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Responsible for the equipment inventory process for Facilities Services; ensures the proper documentation is on file, inventory is current, and collaborates on purchase of equipment. Coordinates all aspects of space moves with direction from the Associate Vice Chancellor of Facilities Services and Assistant Director of Admin. Services and acts as the building manager in the Assistant Director's absence. Develops and implements procedures for supply inventory and to keep equipment in good working condition. Supply and equipment inventory may include but is not limited to fleet, radios, uniforms, computer hardware/software, cell phones, and office supplies. May also collaborate and support management and operations of the Facilities Services parts and materials inventory/Benchstock.
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15 |
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
- Develops standard operating procedures to ensure compliance with administrative policies for resolving nonstandard problems which lack applicable policies or guidelines and determines appropriate procedures and methods to prevent problems and improve effectiveness. Attends meetings to take minutes and assist with the presentation documents, PowerPoint presentations, agendas and reports.
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10 |
Implements related business processes.
- Develops and manages standard operating procedures related to recharge administration; analyzes and reviews data to ensure recharge procedures are in alignment with the departmental budget and operations.
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10 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
- Responsible to collaborate with ASSET units supporting Facilities Services to ensure/supporting all administrative transactions including but not limited to procurement, reimbursements, IT/telecommunications requests, travel/training, onboarding/offboarding, billing, purchased utilities, fleet, uniforms, and space planning/management are complete in a timely manner with a high level of customer service. Serves on committees, representing department/unit.
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10 |
Investigates issues and problems; drafts and prepare responses to urgent requests.
- Briefs executives on deadlines and the status of pending issues. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. Prepares responses to urgent divisional requests on behalf of the executive. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. Handles the details of a variety of matters on behalf of the executive. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
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5 |
Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
- Independently prepares complex spreadsheets (using advance formulas, functions and techniques) to design and develop analytical summaries; or create processes/tools for projects, programs and initiatives. Provides direct support in completing research, comparisons and analysis; researches and summarizes best practices in the field. Develops, monitors and reports on key performance indicators; reviews administrative procedures to identify risks, and opportunities for improvements.
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5 |
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Collaborates with ASSET HR to hire and supervise students supporting FS. Responsible for scheduling and supervision of ASSET student employees supporting FS.
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5 |
