Administrative Assistant To The Associate Vice President For Operations

Job Description

The Administrative Assistant to the Associate Vice President for Operations plays a pivotal role in supporting the efficient functioning of various administrative tasks related to Campbellsville University's operations team. This position requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. This person will provide administrative support to the Operations team, assist with rental property administration tasks, process invoices for payment, and perform general office duties as needed. This is a full-time position.

Responsibilities:

Rental Property Management:

• Work closely with the Physical Plant Facilities team to Coordinate lease agreements, rental applications, and tenant communications.

• Manage rental payments, deposits, and tenant accounts.

Maintain accurate records of rental agreements, leases, and tenant correspondence.

Invoicing and Vendor Management

• Enter invoices into the Workday system for payment, ensuring correct cost cent codes and project tags are used.

• Work with the purchasing department to ensure all vendors have completed necessary vendor applications and are approved to work with Campbellsville University

• Create Purchase Orders as needed to support University Operations

General Office Duties:

• Provide administrative support to the Operations team, including answering phones, responding to emails, and handling inquiries.

• Schedule appointments, meetings, for the Operations team.

• Complete Workorders on behalf of the AVP or Operations.

• Prepare and distribute correspondence, reports, and presentations.

• Maintain office supplies inventory and place orders as needed.

• Assist in organizing departmental events, trainings, and workshops.

Data Management and Recordkeeping:

• Compile data, generate reports, and analyze information as requested.

• Organize and file documents electronically or in physical filing systems.

• Ensure confidentiality and security of sensitive information.

Customer Service and Communication:

• Serve as a point of contact for tenants, vendors, and internal stakeholders regarding Operational needs, issues, and services

• Provide excellent customer service by addressing concerns, resolving issues, and delivering timely responses.

• Communicate effectively with team members and external contacts through phone, email, and in-person interactions.

Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred.

• Proven experience in administrative support roles, preferably in facilities management or property management.

• Experience with Workday software is a plus.

• Proficiency in office software applications, including Microsoft Office suite (Word, Excel, Outlook, Teams).

• Strong organizational skills, attention to detail, and ability to prioritize tasks.

• Excellent communication and interpersonal skills.

• Ability to work independently and collaboratively in a team environment.

• Flexibility to adapt to changing priorities and deadlines.