Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.
Duties include staffing, budgeting, purchasing, bookkeeping, document review, spreadsheet creation, correspondence, contract maintenance and other related functions. Primary responsibility for managing the department's work order software system and provide administrative support to the Senior Director of Facilities Management.
Duties and Responsibilities:
Serves as primary coordinating support to the Senior Director of Facilities Management by scheduling meetings, maintaining calendars, coordinating daily operations; develop and track internal operating procedures. Make travel arrangements for the department. Provides regular updates and reports to the Associate Director and Assistant Director of Facilities Management, and the Manager of Transportation and Parking.
Manages the work order system and provide user training on department software. Track work order requests, contracts, contractor's insurance, inventories, preventive maintenance schedules, and prepare and analyze the appropriate reports.
Manages and executes accounting processes for the department. Gathers all incoming invoices and applications for payment. Obtain necessary approvals from all levels. Issue Purchase Orders as requested by Plant Manager and Directors. Places orders and gathers order summaries or quotations. Submits invoices to Accounts Payable. Obtains all necessary documents from vendors and contractors including W9 forms, insurance certificates, ACH payment authorization, and others. Provides status of payment as requested by department team members.
Screens visitors and telephone calls to determine the purpose of the visit/call and route appropriately. Oversee office management, including requisition of office supplies and standard materials.
Opens, receives, and routes incoming office mail; secures information on the status of pending matters; screen telephone calls, office visitors; schedule appointments, meetings, and presentations
Maintains office management systems; train department personnel on use of systems.
Supervises the responsibilities of student assistants; provide work direction.
Assists with special projects as needed.
Composes correspondence, prepare reports for various stakeholders within the college community and outside contacts (includes contracts, schedules, general correspondence and other pertinent information). Ensure proper formatting, accuracy and completeness of final draft as well as proper routing of all copies.
Gathers/compiles financial/statistical information for various reports. Develop, create and maintain worksheets and statistical analyses. Document procedures for the preparation of special one time or non-recurring reports.
Assists in the preparation of committee agendas; prepares resource and background material for agenda items; as needed, serves as custodian of records for all minutes, presentations, and agendas.
Organizes and maintains office manuals, office files, records, and indexing system. Inventories and maintains office supplies; assists staff with specific supply requests; verify supply. Sets-up rooms for meetings or conferences, including checking in attendees, arrange refreshments when necessary and clear up rooms.
Manages Internal Communications for the department including Newsletters, Bulletins, Memos, Print Material, Sign-ups, and Recognition. Manage External Communications including Surveys, Customer Satisfaction Inquiries, announcements, and other project related information.
Provides office support functions for the Transportation Department including speaking to stakeholders, assessing their needs and routing to the appropriate team member.
Translates, interprets and communicates MSMU trainings, memos, and materials for Spanish-speaking staff members. Serve as a basic technical support for the use of department technology and software.
Other Duties and Responsibilities:
Actively participate on various committees as assigned by the Senior Director of Facilities Management.
Travels between both campuses administering both offices.
Performs other duties, as assigned.
Strong working knowledge of a facilities management office environment, the needs of a diverse educational community, and office policies, procedures and practices.
Intermediate to advanced working knowledge of computers, as well as word-processing, spreadsheet, database and/or other software applications used by the department (e.g., Microsoft Office Suite, including MS Project,
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.