TRANSPORTATION - Administrative Assistant

Job Classification

  

Position summary

Manages all office activities including vehicle assignment, fare and charge computations, transaction recording, software implementation, and driver file maintenance and drug testing. The applicant must be able to manage multiple priorities with gracious customer care and excellent follow-up, demonstrating commitment to the Andrews mission.

Qualifications summary

An associate degree or a year of related experience and/or training; or equivalent combination of education and experience. Multicultural experience, work or study abroad, and/or multilingual skills are advantageous.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Analyzes and organizes office operations and procedures such as timeclock management, personnel, information management, filing systems, requisition of supplies, proves and reports cash receipts, and other clerical services.

Maximizes office productivity through proficient use of appropriate software applications – which may require working with ITS to be sure hardware and software is installed and working correctly and software is used efficiently.

Establishes uniform communication procedures and style practices.

Maintains contact and communication with customers.

Reviews clerical, personnel and vehicle records to ensure completeness, accuracy, and timeliness.

Review driver documents to insure they meet the driving requirements, and coordinate screening and test drives for new drivers as per policy.

Coordinates the reservation, use and billing of Transportation vehicles.

Coordinates the transport and billing of students, faculty and staff to and from local public transport centers (like but not limited to South Bend Airport and Amtrack station, Niles Amtrack and Benton Harbor Bus).

Maintains and supervises a pool of student drivers who are on call, used mainly for transport of people to and from local public transport centers.

Compiles fuel usage for tax reporting and billing – including IFTA documentation as required for commercial vehicles.

Maintains the operator files (ie. forklift) and expiry dates.

Maintains the driver files for CDL drivers, and make sure reviews are completed as required.

Coordinates the CDL drug and alcohol testing program and notifies drivers of required tests.

Coordinate and assign responsibility for afterhours emergency call schedule.

Assists in the recording of activities in the motor pool to document service and maintenance performed on vehicles and bill for these activities when needed.

Serves as time clock manager.

Must be willing and available to fill in with driving, including after hours when needed.

Other duties may be assigned.

Supervisory responsibilities

Directly supervises up to two fulltime employees and six on-call employees (student drivers). Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.  

Qualifications

Must have a USA drivers lisence for at least 3 years and hold or be willing to get a chauffeurs driver’s license, and abide by the University driver’s policy.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Must be comfortable using a computer and be able to maximizes office productivity through proficient use of appropriate software applications

Interpersonal interactions

Must be able to manage multiple priorities with gracious customer care and excellent follow-up, demonstrating commitment to the Andrews mission.

Physical demands

The employee is regularly required to sit, stand, walk and use hands to finger, handle, or feel items. The employee frequently is required to talk or hear.  The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities include close and distance vision.

Work environment

The noise level in the work environment is usually moderate.  Occasionally exposed to unpleasant odors (i.e. paint, solvents, exhaust, etc.) and loud noise especially but not limited to while in or near the workshop environment.