Administrative Assistant / Customer Service, Facilities

Saint Mary’s College of California

Moraga, CA

ID: 7063134 (Ref.No. 1775337)
Posted: January 17, 2020
Application Deadline: January 20, 2020

Job Description

Administrative Assistant / Customer Service, Facilities

Salary: Depends on Qualifications

Job Type: Full-Time

Job Number: 2015-1602457

Location: CA 94556, CA


1/20/2020 11:59 PM Pacific


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

An integral part of the Facilities team, the Administrative Assistant manages the operations of the Facilities Services Office by providing courteous, caring and timely service, and managing the invoicing and all administrative functions of the department. This person provides administrative support to the Assistant Vice President and the Managers and acts as the initial point-of-contact for the campus community regarding procedures for filing work order requests, scheduling for the campus vehicle pool, and general customer service needs.

Customer Service

A. Manage the front office from 7:30 am to 4:30 pm; Answer the phones, route calls, take messages, greet customers (students, faculty, staff), contractors, vendors and other visitors. Route incoming faxes to appropriate personnel.

B. Assist customers with the submission of work requests via telephone, email, fax or in-person.

C. Manage the scheduling of van use and electric car requests. Maintain the vehicle logs, issues confirmations, keys and other appropriate documentation. Ensure all drivers have completed paperwork and are on the Approved Driver List. Keep all documents in vehicles current (i.e. accident paperwork and insurance certificate.) Resolve reservation conflicts and finds alternative solutions when vehicles may not be available. Report vehicle problems to the appropriate person via work order and schedules service for vehicles.

D. Evaluate and redirect customer concerns, complaints and issues to the appropriate supervisor or manager. In many cases, make decisions on behalf of Assistant Vice President and managers when they are not immediately available.

E. Dispatch emergency work requests to the appropriate manager, supervisor or team lead when necessary.

F. Hire and supervise student employees; provides them with training on departmental policies and procedures and ensures they have the proper tools to be effective in their job. Ensure students provide appropriate levels of service at the front counter.

G. Manage the departmental key inventory for the campus, including master key sets and classroom keys. Ensure contractors sign in and sign out at the front desk; issues and receives key sets from each contractor, daily. Issue classroom keys to instructors on a semester basis.

Billing, Bookkeeping, Contracts and Purchasing

A. Process check requests and reimbursements for the Department.

B. Process purchase requisitions for the department, routes them, and files them. Monitors the routing process for service agreements from start to finish. Maintains current contract and service agreement vendor ledgers; monitors blanket purchase orders; recommends increases as needed.

C. Review/analyze invoices from vendors and codes them, route them for signature and payment.

D. Work with managers, supervisors and parts manager to resolve invoice questions and disputes. Ensure items or services were received before approving invoices.

E. Prepare departmental contracts and service agreements; sends to contractor and routes for approvals. Keep copies of all documents and files in appropriate places.

F. Prepare end-of-the-month vehicle pool usage report and submits to the Business Office (for mileage charges); read vehicle pool gas pump meters and prepares consumption charges and submits report to the BO monthly.

Administrative Duties

A. Assist the Managers with work order data entry and data reporting; opens, assigns, edits and closes work orders in the database.

B. Develop and maintain office (digital) filing systems for all departmental workflow, projects and other information. Purge and store files that are more than 5 years old.

C. Coordinate the scheduling of rooms and/or meetings for managers and directors when requested. Also plan and execute departmental special events (such as the staff luncheon) and food for monthly safety meetings. Organize the "themes" and event logistics.

D. Prepare and distribute the weekly schedules. Record all staff sick, vacation and other time away from the office requests on computerized calendar. Assist supervisors with the verification of hours worked and ensures signed timesheets are turned in to Payroll; copies are filed in the employee's timesheet file. Ensure all employee documentation (ie. medical notes) are forwarded to Human Resources as appropriate.

E. Prepare memorandums and/or campus email announcements. Provide classroom scheduling information to supervisors so that work can be scheduled when room is available.

F. Contacts local service providers and contractors, to request service (i.e. Republic Services, Bay Alarm, HVAC service, Pest Control, Elevator repair). Follow-up and ensure that work orders are written when services are ordered.

G. Keep office necessities such as supplies, stationary and forms stocked; re-orders when necessary. Help monitor the account balances.

H. Organize the special uniform clothing orders for staff and supervisors; orders the items and distributes them. Assist staff with work shoes/clothes related reimbursements. Manage the field employees' annual clothing allowances and reimbursements.

I. Maintain and track the office equipment (including iPads and radios) and request phone services and other technology services; provide assistance to staff on how to use the equipment. Also assist staff with software issues such as obtaining pay stub information on GaelXpress.

J. Manage the content of the Facilities Services web-site on SMCNet. Work closely with ITS/web-services to keep the information and usefulness of the site up-to-date.

K. Assist with special projects when requested.

Risk Management & Preservation of College Property

All employees in Facilities Services are expected to protect and maintain all College property and the people who come to SMC to learn, live, work and visit. Therefore, the following are required:

A. Proactively identify, report or resolve any and all safety issues as quickly as possible;

B. Proactively identify issues related to code compliance and report them to the appropriate supervisor or Director as soon as possible;

C. Ensure the campus is clean and orderly; return furnishings and other equipment to their places when moved by members of the community or after scheduled events;

D. Take care to ensure College property is not compromised due to propped doors, broken locks, or left out in the rain or weather. Work proactively to reduce opportunities for theft and vandalism;

E. Ensure that our campus facilities achieve the greatest amount of "up time," meaning all services and utilities provided shall have minimal disruption in service. Disruptions in service shall be well-planned with constituent groups and result in the least impact to the campus.

Other Duties as Assigned

Experience and Qualifications


Education: REQUIRED: High School Diploma/GED

Experience: (years required and applicable field of experience): At least two years experience working in an administrative and/or customer service oriented position.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Ability to use Microsoft Word, Excel and Access. Must have good communication skills, both written and oral. Must have organizational skills and be able to juggle multiple priorities. This position requires someone who is very detail oriented and accurate. Must be comfortable working in a fast-paced environment, have flexibility and patience when working with a variety of people, particularly when they may be frustrated.

Licenses & Certifications: REQUIRED: Valid California Driver License

Other Requirements: (e.g. travel, weekend/evening work) The Facilities Services department operates 24 hours per day, 7 days a week, 365 days per year. Therefore, swing, weekend, and emergency shifts are required. Facilities Services employees are classified as critical employees and will be required to assist the College in the event of campus emergencies.

Supplemental Information

Application Instructions: Please apply on-line at

Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

A resume

The name and contact information for three (3) professional references.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

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