Office Manager - Facilities & Services

Duties & Responsibilities

• Serves as administrative assistant to the Associate Director of Utilities Production. Provides administrative support for the Director of Utilities and Energy Services (UES) as well as UES management staff as needed.
• Assists with data entry and processing of information in the Utilities Production CMMS system, under the direction of the Utilities Building Maintenance Superintendent.
• Establishes and revises the calendar(s) of the Director of Energy Services, the Associate Director of Utilities Production, and other designated member(s) of the Utilities and Energy Services staff, informing them of impending engagements.
• Receives phone calls and provides information requested or transfers calls to appropriate staff, receives incoming mail and responds to items as appropriate, distributes as necessary.
• Coordinates logistical arrangements relating to conferences, meetings and prepares necessary materials and travel arrangements, vehicle rentals, and other administrative tasks for all UES employees.
• Creates expense reports in Chrome River for t- and p-card transactions, acts as delegate in Chrome River to create expense reports for UES staff.
• Creates publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, etc.), composes correspondence and other documents, summarizes and compiles data from individual staff or UES shops.
• Anticipates and responds to the detailed office support needs of the unit staff through the independent performance of lower-level duties, including but not limited to assisting with all facets of procurement, receiving, invoice processing, invoice reconciliation, and assisting with the submission of timecards.
• Independently creates, updates, revises and retrieves files and records documents containing confidential or sensitive information. Transcribes and/or records confidential or sensitive information.
• Establishes and maintains records management and inventory records as required, including but not limited to the management of space for UES in Archibus, running reports in EDDIE, maintaining the UES org charts and contact lists, updates to the Abbott Intranet site, and maintaining employee records and personnel files.
• Supervises and assists with the arrangement and execution of training, public functions, lunches, tours and similar type functions for all Utilities and Energy Service employees.
• Performs routine office and plant assignments such as scheduling activities and answering requests from other University units via manual or computerized system. Operates various types of offices equipment.
• Support the Mission, Vision, Values and Guiding Principles of Facilities & Services. Performs other related duties as assigned. Promote safe operations and support departmental safety initiatives and programs.