Facilities Office Assistant

Department

Job Summary

At Bowdoin College, the Facilities Department plays a vital role in maintaining and enhancing the beauty, functionality, and sustainability of the historic campus. The department includes a team of professionals committed to excellence, innovation, and service, ensuring that students, faculty, and staff enjoy a safe, comfortable, and well-maintained environment. These teams are responsible for maintaining the grounds and buildings, improving campus infrastructure, and optimizing building operations to support the college’s mission and daily activities.

The Facilities Office Assistant provides support and cross coverage for office staff members and broad administrative coordination for the department. This role is responsible for performing a variety of coverage tasks, processing work orders, assisting with departmental records and correspondence, and handling general administrative duties. The ideal candidate is highly organized, timely, and detailed oriented with a keen interest in work order software applications and data entry.

Essential Functions:

• Provide back-up and cross coverage with regards to work orders, fleet management, asset management, rental housing, and contracts. On an as-needed basis, responsibilities include:
  • Processing maintenance work orders across campus, including coordinating next steps across departments and external stakeholders
  • Ensuring accurate scheduling, maintenance, and check-in and check-out procedures of vehicles for fleet management
  • Inputting asset data into work order software and assigning work orders, as well as updating and maintaining the work order software.
  • Processing rental housing work orders from housing, as well as related contracts management (i.e. collecting insurance, signatures, etc.)
• Provide general administrative support to department members, including answering phones, responding to emails, managing correspondence, processing invoices and expenses, ordering and maintaining office supplies and equipment inventory.
• Maintain departmental records and files, including organizing and updating documents, reports, spreadsheets, or website updates.
• Perform other duties and special administrative tasks, as assigned by department leadership (i.e. travel arrangements and invoicing).

Pay and Benefits:

• Hourly range for this position is expected to be: Minimum $21.35 – Maximum $22.55/per hour
• A variety of health insurance plans
• Life insurance, disability insurance, and a generous retirement plan
• Paid time off – Vacation, Personal, and Holidays
• Paid parental leave
• Access to many of the College’s facilities including the gym and pool
• And more: https://www.bowdoin.edu/hr/benefits-perks/index.html

Education/Skills Requirements

• High School diploma or GED equivalent or equivalent combination of education and experience.
• Vocational/Associate’s degree or higher preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software applications.
• Ability to work independently with minimal supervision while contributing positively to a team-oriented environment.
• Excellent organizational skills, including the ability to prioritize work and manage multiple tasks simultaneously in a fast-paced environment.
• Excellent written and verbal communication skills, including the ability to produce clear and concise reports, correspondence, and emails.
• Excellent interpersonal skills with the ability to build and maintain professional relationships with colleagues and stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Experience Requirements and/or Equivalents

• 1- 3 years of experience in an administrative support role, preferably within a facilities environment.
• Experience with and/or knowledge of work order software applicationshighly preferred
• Prior experience with data entryhighly preferred

Standard Work Days and Hours

• This is a full-time position working 40 hours per week, from Monday to Friday, primarily between the hours of 7:00 am – 3:30 pm.
• This is an on-site role, and candidates must be able to work in person on Bowdoin College Campus in Brunswick, Maine.
• Candidates may be required to work nights, weekends, and holidays during peak hours or special events to provide support as necessary.

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About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.

We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.

Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.

Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Employment Category

Open Until Filled

FTE

Benefits Eligible

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EEO Information

Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.