College Assistant - Buildings & Grounds

GENERAL DUTIES

Under supervision, performs miscellaneous clerical, administrative, research or other work related to the operation of a College or other unit where such work is required on a part-time basis or for a period of limited duration.

There is one Assignment Level for this position. All personnel perform related work. This specification describes typical assignments; related duties may be assigned as

needed.

Maximum tenure for any employee in this hourly position is 1040 hours per year.

Performs routine clerical work; may answer and attend to telephone calls; maintain records,

operate office machines (such as copier), sort and distribute mail, issue keys and identity cards,

act as messenger, and perform related tasks as required.

Types letters, memoranda, charts, and similar materials.

Acts as cashier.

Assists in statistical or research activities. May collect and compile data, code data for computer entry, perform data entry, and run computer reports.

Performs clerical library work, such as sorting and shelving books, performing data entry into library systems, or binding books and periodicals.

Assists in instructional programs, including tutoring and assisting students in areas such as reading and mathematics. May assist in speech and hearing therapy, provide musical accompaniment, and/or distribute and collect physical education equipment.

Enters and maintains departmental records such as inventory control records, rosters, directories, and schedules.

May operate computers, computer software, and other electronic equipment in performing assigned tasks.

CAMPUS SPECIFIC INFORMATION

"At Baruch College we believe that student success is everyone’s responsibility”

This is a part-time College Assistant position reporting to the Assistant Vice President of Campus Facilities and Operations. The position provides administrative, customer service, and operational support for the Campus Facilities and Operations office in the Buildings and Grounds division. The College Assistant assists with daily office operations, work request coordination, records management, Archibus administration, communications, and other departmental activities as assigned.

Responsibilities

• Provide professional customer service by answering phones, greeting visitors, responding to messages, and routing inquiries to the appropriate manager or staff member.

• Receive, sort, distribute, and appropriately file incoming mail, packages, deliveries, and other departmental materials.

• Maintain office supplies and storage areas; assist with ordering supplies and troubleshoot office equipment issues, including submitting and following up on IT service requests.

• Log, review, route, print, and distribute work requests in Archibus to the appropriate trades, custodial staff, or work teams, and maintain accurate and timely records.

• Update Archibus with work request activities and completion information, close completed requests as appropriate, maintain the Authorized Requestors list, and assist with system-related issues.

• Maintain organized physical and electronic departmental files and records, and assist with the office calendar, meeting and training schedules, and other administrative coordination.

• Assist with payroll and timekeeping activities by maintaining accurate records and supporting timely processing.

• Provide general administrative and operational support to Campus Facilities and Operations staff.

• Maintain confidentiality when handling sensitive departmental and personnel information and perform other administrative, operational, and departmental duties as assigned.

MINIMUM QUALIFICATIONS

Must demonstrate sufficient skills to perform the duties of the assigned tasks.
OTHER QUALIFICATIONS

• Excellent customer service, written, and verbal communication skills.

• Strong organizational skills and attention to detail.

• Ability to manage multiple tasks, establish priorities, and meet deadlines.

• Strong problem-solving skills and the ability to follow through on assigned tasks.

• Familiarity with Microsoft 365 products and other standard office software.

• Ability to interact professionally and effectively with a diverse group of individuals.

• Ability to maintain confidentiality and appropriately handle sensitive information.

• Ability and willingness to learn and work with Archibus and other departmental systems.