OFFICE ASSISTANT, Facilities Services - University of Northwestern St Paul : Job Details

This part-time (20 hours per week) position assists in processing of the day-to-day office operations for Facilities Services, ensuring efficient communication, record-keeping, and administrative support.

What will I do in this position?

Essential job responsibilities include but are not limited to:

* Answer, process, and redirect department phone calls and emails appropriately, ensuring timely responses and resolutions.

* Monitor and respond to incoming Facilities Help requests and inquiries; assist in creating, assigning, and processing Facilities work orders.

* Maintain department calendar, manage van reservations, and enter vehicle mileage records.

* Audit and update key inventories, schedule key pickups, and track distributions.

* In cooperation with the Office Manager, process driver certifications and obtain driving records.

* Order and distribute license tabs for all campus vehicles as requested.

* Create and print in-house standard signs and process campus signage requests.

* Check, distribute, and manage incoming and outgoing mail, distributing to appropriate personnel.

* Process invoices via the Direct Pay process and submit payment requests to Accounts Payable for purchase orders (POs) as assigned.

* Reconcile monthly Pcard (credit card) transactions.

* Coordinate with the pest control company as requested.

* In cooperation with the Office Manager, order supplies from Amazon, Office Depot, and other vendors as needed.

* Assist with measuring spaces, creating layouts, taking audit photos, and tracking furniture inventory.

* Assist Facilities walk-ins in the absence of the Office Manager, including gas cards, keys, vans, and general inquiries.

* Process athletic lighting charges via journal entries.

* Order necessary permits for elevators, boilers, and other equipment as needed.

* Assist with data entry for Xcel reports and other departmental records.

* Because our community is a significant part of our mission and the development of our students, all employees act as a minister of the gospel of Jesus Christ by actively partnering with the University to disciple students in growing intellectually and spiritually, and with Northwestern Media to lead people to Christ and nurture believers to mature in their faith.

What will it take to succeed in this position?

Minimum Education and Experience:

* High school diploma or GED equivalent required

* Minimum of one year office administration experience required

* Continually nurture a personal relationship with Jesus Christ; serve as a consistent witness for Jesus Christ; maintain a kind, Christ-like attitude in dealing with and ministering to people within and outside of Northwestern; and faithfully uphold and embrace Northwestern's mission, doctrinal statement, and Declaration of Christian Community.

Knowledge, Skills, and Abilities:

* Ability to interact with a variety of individuals in a professional, kind, and tactful manner

* Strong organizational skills with excellent attention to detail

* Ability to prioritize and accurately complete tasks and responsibilities within a fast-paced environment

* Ability to work in both a team environment and independently, without close supervision

* Excellent verbal and written communication skills

* Ability to pass a background check upon hire and periodically throughout the course of employment

Working Environment:

The work environment involves working for a suburban, Christian university alongside those with a demonstrated commitment and personal relationship with Jesus Christ and a commitment to the mission and values of the University and an agreement to abide by all University policies.

What are the benefits of working at Northwestern?

In addition to being part of a compelling, meaningful mission, we have benefits we believe set us apart from other employers.

Benefits for half-time employees include:

* Excellent Paid Time Off plan

* Twelve-plus paid holidays per year

* Dental & Vision insurance

* Employer retirement contributions

* Complimentary access to campus athletic, music, and theatre events