Reference #: req507 Administrative Assistant in Maintenance and Utilities

We are currently seeking to fill our Administrative Assistant in Maintenance and Utilities position at the Philadelphia campus with a highly qualified and passionate individual.

Job Title: Administrative Assistant Location: Philadelphia Department: Plant and Facilities Reports to: Director of Plant Operations FLSA: Full-time, Nonexempt

SUMMARY:

The administrative assistant provides direct administrative support to the department's senior leaders and broad administrative support to other team members in support of department operations.  Primary responsibilities include serving as the department's first point of contact for visitors and guests; operating the department switchboard; managing office supplies and inventory; and performing a variety of clerical activities related to department operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The successful incumbent will perform the following duties, with or without reasonable accommodations:

*Assist with collecting or compiling information to complete key department functions, including but not limited to, strategic and financial planning, budgeting, and reporting. *Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and processing incoming and outgoing mail. *Greet and assist visitors and answer department telephones; address general inquiries regarding department services or operations, or redirect requestors to appropriate person(s) for response or issue resolution. *Analyze and process invoices and purchase orders, ensuring that expenses are charged accurately to accounts and cost centers; monitor payment to vendors by verifying check numbers and purchase orders. *Coordinate or assist with coordinating approved travel arrangements for department staff and faculty, as applicable, in accordance with PCOM travel policy. *Enter data and information into databases and systems accurately and timely. Such information includes, but is not limited to, student data, course details, and department expenses. *Manage all facets of event planning for the department, as applicable.

*Attend meetings, as required; maintain a high level of confidentiality when dealing with sensitive matters. *Implement quality, service, and process improvement initiatives to enhance day-to-day administrative and operational efforts. *Perform other role-related duties as assigned or requested.

REQUIRED SKILLS AND EXPERIENCE:

*Minimum two years' experience in a similar administrative support role, preferably in a higher education setting. *High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms. *High level customer service. *Strong planning and organizational skills. *Strong communication skills, including written, verbal, and interpersonal. *Strong collaboration skills.

EDUCATION AND CERTIFICATIONS:

High school diploma or GED required; Associates or Bachelor's Degree in business administration, liberal arts, or similar discipline, preferred.

PHYSICAL REQUIREMENTS:

*Ability to sit for prolonged periods, up to eight hours per day. *Ability to lift up to 25 lbs. *Ability to view computer screen for extended periods, up to eight hours per day. *Manual dexterity and mobility in order to use personal computers and other office equipment.

Salary Range: $19.56 - $26.26

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement PCOM prohibits discrimination on the basis o age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.

PCOM provides equal education and employment opportunities to all employees and applicants for employment and students without regard to age, race, color, gender, gender identity and expression, national origin, ancestry, sexual orientation, religion, creed, disability, genetic information or marital status in accordance with applicable federal, state and local laws. PCOM complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.