Staff Careers

The Administrative Assistant for the Facilities Support Services unit in Facilities and Operations provides comprehensive administrative and logistical support related to Grounds and Landscape Management, Building (Custodial) Services, Fleet and Fuel Management, Sustainability initiatives, and the unit’s contracted services.

Duties/Responsibilities:

Financial & Procurement Administration Duties:
Invoice and Payment Processing:
• Process and reconcile all invoices from suppliers and contractors, whether received electronically, in physical format, or through department email.
• Review invoices for accuracy, ensuring they contain essential details such as invoice number, issue date, due date, payment terms, and total amount.
• Verify invoices against purchase orders, ensuring that F&O internal approval processes are completed before payment.
o Interact with vendors as needed to resolve billing issues.
• Procurement and Records Management
• Submit purchase order requests for the Facilities Support Services unit referencing CMMS work order if applicable and ensuring accuracy, compliance, and timely invoice payment.
• Track expenditures in financial software (F&O and Banner) and perform regular encumbrance and budget queries.
• Request & submit invoices to complete purchase orders or request purchase orders be closed & funds released, if appropriate.
• Oversee and initiate timely processing of unit’s monthly transactions into F&O financial software. Reconcile with Banner and complete budget adjustments and transfers as needed.
• Perform end-of-year closeout processes.
Administrative Contracted Services Support:
• Assist Administrative Project Manager with payment of invoices related to Facilities Support Services contracted services (waste management, pest control, etc.) ensuring that F&O internal approval processes are completed prior to paying any invoices.
• Manage monthly summary bills and field communications to other departments as needed.
• Assist with other procurement and administrative duties as assigned.
Fleet, Fuel, and Sustainability Duties:
• Support Fleet Services responsibilities delineated in UAH Vehicle Safety Management Program.
• Manage vehicle records: ensure completion of UAH-required paperwork; order vehicle decals and coordinate installation; ensure registration completion and purchase and installation of proper state license plate; maintain records of all registration documents and vehicles.
• Act as coordinator with leased vehicle fleet.
• Receive UAH vehicle recall notices and schedule necessary repairs.
• Support Fuel Management as follows: ensure each fuel pump is serviced and maintained; monitor fuel usage data and ensure fuel is maintained at a level that will provide enough fuel for two weeks; order fuel and process fuel payments; process fuel chargebacks to other UAH departments; create electronic “gas keys” for use with fuel management system; maintain emergency fuel cleanup supplies adjacent to fuel pumps; submit monthly fuel chargebacks to Chargeback administrator.
• Complete and maintain Fuel Operator Training for onsite vehicle fueling systems.
• Support F&O Facilities Support Services sustainability initiatives by assisting with the planning and execution of related events and collecting data for external reports (e.g. Tree Campus USA and STARS Report).
General Administrative Duties:
• Manage data entry and assist with documentation and reporting for the unit’s activities.
• Maintain and organize the unit’s physical and electronic files including archival and retrieval.
• Prepare for meetings by creating agendas, take minutes, and arranging logistical needs.
• Develop and update standard operating procedures (SOPs) and training materials for the position.
• Cross-train other administrative staff to ensure seamless coverage of the position’s essential duties, such as, monitoring fuel consumption, ordering fuel, etc.
Customer Service Duties:
• Serve as a primary point of contact for the Facilities Support Services unit while working collaboratively and establishing effective working relationships. Use tact, diplomacy, discretion, and judgment to provide excellent customer service.
• Be efficient and timely in all correspondence in F&O and across campus.
• Work quickly and effectively under pressure with attention to detail and despite many interruptions.
• Take additional training to enhance and learn new skills.
• Cross-train on core Service Desk duties to provide coverage and support during the Customer Service Manager’s absence.
• Create & monitor work orders related to Facilities Support Services.

• Bachelor’s degree or equivalent experience.
• Minimum of 5 years of related experience that includes some combination of Microsoft Office Suite, excellent data entry skills, and/or facilities management office environment.
• Strong organizational skills with the ability to independently manage multiple tasks simultaneously in a high-volume workload and make good customer service decisions.
• Must be detail-oriented, tech-savvy, highly service-oriented, and capable of meeting deadlines while working independently.
• Must have excellent oral and written communication skills.
• Functional knowledge of accounting, procurement, and finance processes particularly related to purchasing card; financial record keeping, methods, and practices. Perform mathematical calculations with speed and accuracy.
• Proficient in MS Office, Adobe, Excel, and Word, and Google Office Suite with a demonstrated ability to quickly learn and effectively navigate new online systems and databases.
• Attendance at work and punctuality are essential functions of this position.
• This employee will be a regular driver as defined in the UAH Vehicle Safety Management Program, which includes, but is not limited to, possessing a valid driver’s license and maintaining an acceptable MVR in the judgment of the University’s insurance company.

• Knowledge of and experience in contract administration is desired.
• Knowledge of all MS Suite applications, especially Excel, and other web-based applications.
• Procurement experience is preferred.
• Prior experience with CMMS is desired.
• Prior experience with university pCard software is preferred.
• Experience with Ellucian Banner or similar ERP systems is desired.

$42,000 - $45,540