Status:  Filled

POSITION OPENING

DATE:   September 9, 2011

TITLE:   Administrative Assistant

DEPARTMENT:   Physical Plant

SUMMARY: The Administrative Assistant will perform clerical work, operate office equipment (computer, printer, typewriter, calculator, copiers, blueprint scanner and plotter, telephone and 2-way radio, recorder and dictaphone), and otherwise relieve the Physical Plant Director of routine administrative and business detail.  Also responsible for coordinating facilities reservations and work orders.

QUALIFICATIONS:

• Associates Degree and two to four years related experience and/or training; or equivalent combination of education and experience. 
• Applicant must have strong interpersonal and communications skills and the ability to organize routine office activities.  
• Applicants must possess the following competencies: must be articulate, outgoing and multi-task oriented; and must take initiative.  
• Must be proficient in Microsoft Office suite.
• Experience using facilities reservation and work order software programs preferred. 

ESSENTIAL FUNCTIONS:

• Attend and record construction and physical plant meetings.
• Take dictation in shorthand and/or by machine and transcribe notes on computer.
• Compose/edit/type minutes, punch lists, contracts, correspondence, etc.
• File correspondence and other records pertaining to both the Physical Plant and construction on campus.
• Track paper trail of each construction/renovation job on campus.
• Compile/type/file statistical and financial reports and forms.
• Answer telephone/radio and give information to callers or route calls to appropriate person and place outgoing calls.
• Greet visitors, ascertain nature of business and direct visitor to appropriate person.
• Schedule appointments and arrange travel schedule and reservations for the Physical Plant Director.
• Make copies of correspondence or other printed materials and prepare outgoing mail.
• Coordinate duties with the other physical plant personnel.
• Type/track/file department work orders.
• Prepare department time cards and submit timecards to payroll.
• Assist departments within the Physical Plant (grounds, housekeeping, maintenance, and transportation) with paperwork, signage, set-ups, etc., as needed.
• Assist as needed with other university activities including graduation and athletic events.
• Coordinate facility reservations request and set-up work orders.

POSITION TYPE:  Full-time

CLOSING DATE:   September 23, 2011

APPLICATION REQUIREMENTS:   Application material must include:

• Letter describing interest in and qualifications for the position.
• Resume
• Contact information for three to five references
 
Email to:  mrose@wju.edu        or           Mail to:

Wheeling Jesuit University
Director of Human Resources
316 Washington Avenue
Wheeling WV 26003

AS AN EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER, WE ENCOURAGE APPLICATIONS FROM QUALIFIED VIETNAM ERA VETERANS, DISABLED INDIVIDUALS, MINORITIES, AND WOMEN.