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Job Description Summary

Job Description

Essential Functions:

• Assists with creation, gathering, reconciliation, and reporting of data across our three primary systems (Work Orders, Procurement, and Financial).  Understands and supports, as needed, secondary systems which include utility & energy sub-metering, key tracking, safety, and fleet management.
• Assists M&U Project Managers with project administration duties such as meeting notes, schedules, financial documents, notifications, feedback, and reports, as needed.
• Performs and manages administrative tasks by answering telephones, typing contracts, meeting minutes and memos, prepares reports and charts, updates documents, schedules meetings and maintains staff calendars.  Maintains files in shared folders.
• Serves as a coordinator for training across M&U to help identify, schedule, track, plan, and notify staff of training activities and needs. Assists in arranging travel, accommodations, and expense report reconciliation for training, conferences, and other business-related activities.
• Assists with revisions to the written guidelines and procedures to be used in the business processes of M&U.  Examines office procedures and processes to ensure maximum efficiency. 
• Works with other administrative personnel to direct implementation of actions required for effective office procedures and efficient workflow. Collaborates within F&CS to plan and implement departmental events.

Other Functions:

• Reports all matters of safety to the appropriate Supervisor and to the Safety Director, if necessary.
• Follows all University and departmental policies and procedures.

Required Education, Knowledge, Skills, Abilities:

• High School degree with specialized training, plus three years related experience with progressively more responsible duties or an equivalent combination of education and experience.
• Working knowledge of processes, regulations, methods, and culture in a higher education environment and in areas of M & U, specifically.
• Willingness and ability to train and/or facilitate M&U staff in the use of systems and coordinate user group input, feedback, and training.
• Proficiency in Word, Excel, Power Point, and Google Apps, as well as familiarity with various web-based applications and other relevant systems and applications.
• Excellent interpersonal skills to effectively interact with all levels of the department as well as other departments campus-wide.
• Ability to demonstrate effective communication skills, both verbal and written.
• Ability to process and manage sensitive information and maintains confidentiality of information.
• Must be detail-oriented and highly organized with ability to plan ahead.
• Comfortable in a highly fluid work environment with ability to manage multiple tasks simultaneously.
• Light work. Stooping, Kneeling, Crouching, Reaching, Walking, Grasping, Talking, Hearing, and Repetitive Motions.  Close visual acuity.  Occasional exposure to outside environmental conditions.

Preferred Education, Knowledge, Skills, Abilities:

• Associate's degree. 
• Working knowledge of accounting principles and practices.
• Administrative experience in maintenance and/or construction. 

Accountabilities:

• Responsible for own work.

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

Additional Job Description

This position will close at 12:01 a.m. EST on February 16, 2019.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.