Administrative Assistant

Job Description

Job Description

Title: Administrative Assistant

Department: Capital Planning

Reports To: Director of Capital Planning

FLSA: Non-Exempt

Grade: 6

Position Summary:

Provide proactive administrative and project support for the Director and Deputy Director of Capital Planning including supporting the overall program and project work of the Capital Planning Department. Support the Capital Planning Department with administrative needs including, but not limited to, onboarding new employees, tracking staff forms and applications, and preparing and editing documents. Organize and schedule meetings including preparation for external events and Board meetings as assigned by the Director and Deputy Director of Capital Planning.

Essential Functions:

• Manage the Director’s and Deputy Director’s schedules. Organize reoccurring meetings and respond to meeting requests.
• Maintain priority list for the Director and Deputy Director and proactively provide reminders as appropriate for actions and deadlines required.
• Organize departmental staff meetings, assisting assigned chairs as needed, and ensuring agendas are set one week prior to meeting.
• Assist in administering personnel tasks including timesheet reminders, vacation approvals, hybrid schedules, flex time, professional development forms, tuition assistance, and other personnel requests. Assist with scheduling new employee discussions and performance review meetings.
• Administer the tracking of Capital Planning consultant invoices including technical support, commissioning invoicing, and other administrative duties associated with supporting ongoing consultant contracts.
• Schedule and support new employee training sessions twice a year and track completion of training for all new employees.
• Support administration of departmental meetings including roundtables, OPM Review Panel, Designer Selection Panel, and Facilities Assessment Subcommittee, including set-up and clean-up of meeting room, attendee lists, nameplates, copies, and all other meeting needs.
• Support the commissioning program, including invoice reporting, project report collections, procurements, and communication monitoring.
• Support the contract entry process for OPM, Designer, and Construction contracts using the individual databases and project management system.
• Assist in the collection and entry of data missing from the project management system.

Required Education, Skills, and Experience

• Associates Degree. College degree preferred.
• Minimum two plus years related office-based administrative work experience including calendar management experience.
• Strong computer skills. Experience with Microsoft Office software applications, including Excel, Word, PowerPoint SharePoint, Outlook, and Teams.
• Excellent verbal and written communication skills, including telephone skills
• Professional interpersonal style; ability to interact and build with a diverse range of people
• Superb proactive organizational skills
• Ability to work on several different, unrelated tasks at the same time
• Ability to work under the pressure of tight deadlines
• Comfort level with ‘managing up’ regarding scheduling and other pertinent areas
• Ability to make decisions about how to prioritize and organize own work
• Ability to be reliable and punctual
• Exhibit a ‘can-do’ attitude and flexible work style approach
• Ability and willingness to proactively research and/or solve issue.
• Patience and flexibility to meet demands of a constantly changing schedule
• Ability to maintain confidentiality at every level

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time .