TRANSPORTATION - Administrative Assistant

Job Classification

  Hourly Full-time (35-40)

Position summary

Position is classifiend as Essential Personal.  Applicant will manage all office activities including vehicle assignment, fare and charge computations, transaction recording, software implementation, and driver file maintenance and drug testing. They must be able to manage multiple priorities with gracious customer care and excellent follow-up, demonstrating commitment to the Andrews mission.

Qualifications summary

To perform this job successfully, an individual must be able to perform each essential duty well, willing to ask for help when needed and continually improve efficiency. The requirements listed in the full position description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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 during peak periods or in emergencies.

Other duties may be assigned.

Supervisory responsibilities

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. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

EDUCATION and/or Experience

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.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty well, willing to ask for help when needed and continually improve efficiency. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public, using excellent English and showing adaptability to diverse cultures.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Must 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

Ability to multitask and navigate various software programs at a time with multiple screens open at a time.

Above average knowledge of Microsoft Office software, Outlook email, webpage maintenance, Andrews systems (Vault, NIDA, Payroll) and ability to to learn current/new or updated Transportation software.

Some social media experience would also be helpful.

Interpersonal interactions

Must be able to communicate with students/faculty/staff and guests of Andrews University from various cultures, backgrounds and social standings with professionalism and courtesy.  

Must be able to assist persons with webpage form instructions and/or webpage navagation with kindness and respect. 

Good command of the English language is essential.  Knowledge and use of additional languages is advantageous.

In a changing world, the applicant exhibits an openness to continually learn, solve problems with Christian care, and create a welcoming office providing world class service.

Physical demands

While performing the duties of this job, 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.