Provide support services to the Facilities Management Planning and Planning Department. Have good interpersonal skills and the ability to manage multiple tasks at once. Assure completion of work tasks in a timely manner.
Primary Position Responsibilities:
Extensive document management both computer and paper.
Upkeep of various online databases to include training and inventory management.
Answer incoming service calls and dispatch to appropriate trade.
Ensure main phone line for FM&P is always answered between 7:00am and 4:30pm.
Create work orders and purchase orders in the work order management system
Create reports for managers, including Senior Level positions within department.
Support FM&P managers in planning events, meetings and trainings to include calendar management.
Data input & management to include timesheets, employee database, employee training/licenses/permits, accident report forms, etc.
Prepare newsletters and maintain department websites.
Greet and assist visitors
Support and assist new hires.
Train and manage student assistants.
Other duties as assigned may include:
Responsibility for maintenance of office equipment including computers and copy machines, maintain office supplies; receive, sort and forward incoming mail.
Organize the receipt and delivery of packages.
Attends the Resource Fair and other programs to represent FM&P as needed.
Completing tasks timely and successfully with attention to detail
Works collaboratively to ensure communications center runs smoothly
High level of communication and customer service for colleagues within facilities and constituents across campus.
Maintains information for the various systems used to collect data.
Prioritize tasks and projects to ensure deadlines and priorities are met. Effective management of workload on a regular basis.
This position oversees student workers.
High School diploma or GED equivalent required.
College degree strongly preferred.
Post-secondary education provides the analytical problem solving skills required to respond to varied demands, competing multiple projects and communication skills necessary for interacting with varied constituencies.
0-2 years of experience as an administrative assistant
Skills and Abilities Required:
Excellent customer service and communication skills
Excellent communication skills, both verbally and in writing.
Able to prepare/support concise and accurate reports, permits and applications.
Self-starter who works well independently and in a team
Knowledge of work order management systems
Ability to prioritize given tasks and work efficiently towards completing them in a timely manner
Extensive knowledge of Microsoft Office suite, including Word, Excel and PowerPoint and Google apps to include mail, documents, forms and calendar.
Wellesley College is currently piloting a flexwork plan for administrative staff that incorporates both flexible hours and hybrid teleworking components, though all employees must live in New England.
All employees hired after August 2, 2021 are required to upload proof of vaccination against COVID-19, subject to approved medical or religious exemptions or disability accommodations.
Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.