Reporting jointly to the Director of Operations and the Director of Facilities, and collaborating with the Facilities supervisory team, the Facilities Operations Assistant provides comprehensive administrative and management support to Facilities and to the Director of Operations.
Primary Facilities responsibilities include:
Greeting visitors and employees, answering phones and communicating in a professional manner; managing office machines and associated repair/maintenance contracts; organizing internal operating procedures and communications (School Dude); ordering uniforms, maintaining supplies, coordinating vehicle & equipment registrations, E-Z pass, gas cards and office credit cards for local vendors; assisting in coordination of day-to-day operations of departments within Facilities under the guidance of the Director of Facilities; assisting with managing and coordination of Drivers, and scheduling of vehicles and the willingness and ability to be “on-call” to address bus and vehicle scheduling issues; assisting the Director of Facilities with a variety of management and administrative matters: preparation and coordination of electronic calendars, inspections, and meetings; liaising with town building inspector to coordinate annual inspections for buildings, pool and Early Learning Center; supporting Facilities managers and supervisors with purchases, account setups, coordination and maintenance of accurate time and attendance and coordination of time off for employees; assisting Supervisors with Training and Certification/Licensure rosters and renewals; assisting with campus facilities use and transportation needs of summer programs; and maintaining DOT records for all license holders (CDL & Hoisters).
Administrative support for the Director of Operations includes: managing the Director of Operations calendar to ensure organized and efficient scheduling of time; coordinating and scheduling recurring departmental meetings; preparing and distribute agendas and recording minutes; supporting Director of Operations on matters relating to Board of Trustee activities including the preparation of Board Reports and meeting materials for the Buildings & Grounds committee meetings; managing Director of Operations direct reports out of office requests and assisting with preparation of other campus communications as needed.
Qualifications: Associates Degree or equivalent coursework and/or years of experience, 3-5 years administrative experience, excellent interpersonal, oral and written communications skills; proficiency with MS Office Suite, data entry and integrated databases; the ability to work independently, professionally and effectively with discretion; ability to multi-task effectively; ability to manage, ability to work independently as well as be part of a team; flexibility, and the ability to multi-task effectively; sensitivity to and ability to handle confidential information; exceptional attention to detail; the ability to work independently and effectively as well as part of team and a demonstrated commitment to diversity and inclusion, and to serving the needs of a diverse community.
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