Overview
Administrative Assistant Jobs in Newport News, VA at United Property Associates
This position primarily performs administrative and operational support to the Facilities Department. This role requires excellent skills in office operations and administration, including strong professional communication skills, organizational capabilities, and multitasking in a dynamic environment. The successful candidate will demonstrate the ability to collaborate effectively with the Facilities team members and the broader school community.
Administrative Support
Provide administrative assistance to the Facilities Department Director and Associate Director, Environmental Health & Safety Manager, and Facilities Department staff.
Maintain accurate and well-organized records (digital and physical), ensuring accessibility for team members.
Develop, maintain, and distribute document templates, checklists, databases, and spreadsheets used for quality control, procurement, utility tracking, key management, various inspections, and logging of work performed.
Operational Support
Monitor and manage the Academy’s work order and preventative maintenance system; coordinate with both Buildings and Grounds Supervisor(s) to delegate tasks, and update constituents with work order status.
Assist in building a Preventive Maintenance program for all mechanical equipment and assets.
Communicate janitorial service requests, including special event cleaning, quality control, incident response, and specifying and ordering cleaning supplies and equipment.
Coordinate solid waste and recycling hauling services.
Schedule fireplace cleanings as well as fuel deliveries and annual service for fuel oil-fired boilers
Office and Logistics Management
Answer phones, greet visitors and contractors, and provide general administrative support during normal business hours.
Manage incoming mail, shipping, and receiving duties, including incoming package processing using an app-based scanning program, as well as performing bulk mailings and delivery of packages.
Maintain and organize the office, breakroom, and conference room.
Oversee inventory control for office, breakroom, janitorial, and stockroom supplies and place orders as needed for inventory and special projects.
Specify and procure Facilities department work apparel.
Manage campus key distribution to Academy employees.
Financial and Budgetary Support
Assist the Business Office with invoice processing, credit card payments, and budget review.
Assign account numbers to charges in accounting software and delegate for manager approval.
Additional Duties
Support and train new employees in payroll and various administrative processes.
Assist Facilities department management with various tasks, procedures, and protocols as needed.
Perform various office tasks, including filing, copying, laminating, editing copy, and printing.
Other duties as needed.
Bachelor’s degree preferred.
5-7 years of experience with increasing responsibility
Discretion and the ability to handle confidential and sensitive matters appropriately
State-of-the-art computer skills; Google Suite, Microsoft Office applications; previous experience using enterprise management systems preferred; and the ability to learn new software & applications.
Knowledge of basic accounting principles
Project management experience.
Capable of making informed decisions when necessary.
The ability to effectively present information to colleagues, managers, and school administrators.
Excellent verbal and written communication skills are required.
Exceptional organizational skills with high attention to detail.
Ability to manage multiple tasks simultaneously and work independently.
Professional and collaborative interpersonal skills, including a high level of integrity and a strong work ethic.
self-motivated and proactive; ability to work with minimal supervision
Must be able to work collegially; must be committed to working in a diverse community and have the ability to communicate effectively with diverse populations.
Successful completion of a criminal records background investigation
Must possess a valid driver’s license.
Supervision Received
Reports to the Director of Facilities
HOURS
This is a full-time, non-exempt, salaried staff position. The typical hours are 7:30 am to 4:00 pm, Monday through Friday.
PHYSICAL DEMANDS
To perform essential functions of the job, the following applies;
Must be physically and mentally capable of performing multiple tasks and able to function in a fast-paced environment.
This position may require lifting, approximatel,y but not limited to 40 lbs, bending at times, and climbing stairs.
Sorting, storing, and delivering packages to multiple locations on campus.
Frequent talking, listening, walking, sitting, and standing.
WORK ENVIRONMENT
The successful candidate will be flexible, enthusiastic, hard-working, and responsible, and will enjoy a busy work environment in which he or she will meet many people daily.
The Administrative Assistant works under a variety of environmental conditions. Much work takes place in the office, but field work may demand exposure to varying weather conditions, periodic loud noises, and exposure to fumes and/or airborne particles.
The Academy is a non-smoking campus.
The Governor’s Academy, the oldest boarding school in New England, inspires and engages inquisitive students in ninth through twelfth grade. Our 456-acre campus is located thirty miles north of Boston and five miles south of Newburyport, a classic New England coastal town. Govs has approximately 400 students and 200 employees.
Govs faculty and staff are committed to creating and cultivating an intentionally diverse and inclusive community that allows students to learn from each other’s unique backgrounds and experiences, discover their passions, find and use their distinctive voices, and achieve academic and co-curricular excellence. We welcome applications from candidates of all backgrounds.
Adults in our community are professionals who appreciate individuality, collaboration, and service to others— all so that we can go far together.
STATEMENT OF SCHOOL VALUES
As an educational community, the Academy has an administration, a faculty, and a student body committed to learning. We pursue this commitment in a dynamic environment that fosters lifelong intellectual independence, responsibility, teamwork, service, and respect for others. We are committed to creating and maintaining a diverse and inclusive community that is physically and emotionally healthy.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Academy are based on merit, qualifications, and skills.
The Academy is committed to a policy of non-discrimination for all employees and qualified applicants and strives to promote equity in all areas of employment. The Academy is committed to ensuring that employment decisions are made without regard to race (including traits historically associated with race, such as protective hairstyles), color, sex, pregnancy, childbirth or related medical conditions, age, religion, national origin, ancestry, sexual orientation, gender identity, physical or mental disability, veteran status, military service, application for military service, genetic information, or any other characteristic protected by applicable law (“Protected Characteristics”). The Academy will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.
This commitment is evident in all aspects of our employment practices and policies, including recruiting, hiring, selection, job assignment, promotion, compensation, discipline, termination, and access to benefits and training.
Any employees or qualified applicants with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Human Resources Office. Employees can raise concerns and make reports without fear of reprisal. Retaliation against an individual for making a good faith report of discrimination is unlawful and is strictly prohibited by the Academy. Anyone found to be engaging in any type of unlawful discrimination or retaliation in violation of this policy will be subject to disciplinary action, up to and including termination of employment.
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Title: Administrative Assistant
Company: United Property Associates
Location: Newport News, VA
