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Job Description SummaryReporting to the Assistant Vice President for Facilities Management, this role is responsible for organizing and managing daily schedules and deadlines, while maintaining a complex calendar. The individual initiates and composes correspondence, assists in monitoring and analyzing departmental and project budgets and processes vendor invoices for payment. This involves compiling budget and project data from various resources, including external agencies when applicable, as well as various Ringling College of Art and Design departments. The Specialist requires frequent communication and interaction with campus faculty and staff, Office of Business Affairs, professional organizations and outside agencies.
Job DescriptionDUTIES AND RESPONSIBILITIES: - Serves as receptionist, answers phones and taking messages.
- Prepares and tracks purchase requisitions, change orders and associated invoicing.
- Monitors, analyzes and prepares budgets, budget reports and budget reallocation requests.
- Processes invoices and acts as a liaison with the Office of Business Affairs, Finance and Administration.
- Assists with committee meeting preparation, including document management, attending meetings, taking meeting minutes and following up with meeting tasks.
- Performs product research and orders materials as needed.
- Assists the Facilities staff with tasks relating to campus projects, invoicing and budgets.
- Performs other duties and tasks as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:- Ability to work in a strong service environment and to work effectively and efficiently under pressure and with frequently changing priorities. Subject to frequent irregular overtime.
- Excellent written and verbal communication skills including the ability to summarize key issues and activities.
- Highly organized with the ability to work on multiple tasks simultaneously, work independently and have problem-solving skills that will allow for the completion of job duties with minimal supervision.
- Skilled in delivering excellent customer service to employees and external partners.
- Maintains a high level of confidentiality.
- Works independently with limited supervision
- Makes sound, independent judgments.
- Quick to learn and comply with all safety rules.
- Presents a professional appearance.
Education and ExperienceMinimum Qualifications:- Associate degree or equivalent combination of education and experience.
- Three years of responsible administrative experience directly related to job duties.
- Proficient in Microsoft Office products (Excel, Word, PowerPoint and Outlook.)
- Basic Accounting skills.
- Working knowledge of other technology appropriate for administrative facilities management and accounting processes.
- Possess or can obtain a valid Florida Driver's License.
Preferred Qualifications:- Bachelor's degree in finance, accounting or related field
- Experience in day-to-day operations within a facility operations or construction setting, along with advanced planning and scheduling methods.
- Experience maintaining department and project budgets.
- Working knowledge of Microsoft Project or similar product
- Experience working in accounting, construction or related field.
- Experience working in a higher education setting.
Ringling College of Art and Design is an Equal Opportunity Employer. The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.