{"id":1370982,"url":"https://alion.io/job/ifdocument-facilities-administrative-assistant","title":"Facilities Administrative Assistant","company":{"id":1798986,"name":"if(document","domain":"calbaptist.edu","url":"https://alion.io/company/calbaptist","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"BambooHR","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-09-17T00:00:00Z","employer_posted_date":"2026-09-17","last_verified_at":"2026-10-05T00:37:06Z","board_verified":true,"closed_at":null,"days_open":18,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":18},"description":"JOB SUMMARY:\nThis position provides administrative and operational support to the Director of Facilities and the Facilities departments, including Buildings & Grounds and Accommodations. The position coordinates departmental administration, work-order systems, purchasing, project documentation, financial tracking, compliance records, scheduling, and other processes necessary to support efficient Facilities operations.\nESSENTIAL DUTIES AND RESPONSIBILITIES:\nProvides administrative and operational support for the Buildings and Grounds, Accommodations and Building Projects. \nOrders, receives and inventories necessary FF&E and coordinates vendor scheduling for Building projects. \nOrganizes, schedules and tracks on demand and preventive maintenance work orders through the CMMS. \nCoordinates operation of Facilities offices and ensures business is carried out in a professional, efficient, and safe manner. \nHandles phone calls and problem solves as necessary. \nCoordinates and tracks departmental payroll, contracts, budgets, calendars, invoices, and payment approvals. \nCoordinates the new hire pipeline, prepares onboarding materials and files and communicates with Human Resources for onboarding of newly hired personnel. \nTracks and maintains all departmental training certifications to ensure compliance with the Safety Committee and OSHA requirement. \nKeeps the SDS Book current and up to date. \nMaintains departmental records and files and documentation as directed. \nCoordinates with Department Directors to track and file all regulatory items such as county, state, and federal permits, plans, and reports in a timely manner. \nAssists the Director with ordering, receiving, and tracking departmental inventory as needed. \nMaintains departmental calendars, deadlines, action items, and recurring administrative requirements to ensure timely follow-through. \nPerforms other tasks as assigned. \nEDUCATION and/or EXPERIENCE REQUIRED:\nHigh school diploma or equivalent. Associate degree strongly preferred. \n3-5 years of administrative, facilities, project coordination, or related experience preferred. \nExperience with CMMS and/or project management software preferred \nProficient in Microsoft Excel and other Microsoft Office applications \nQUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nUphold and support the Mission, Vision and Core Values of Forest Home. \nAssume responsibility for initiating a pleasant atmosphere by displaying a professional attitude through performance, appearance, and demeanor. \nAbility to hear from God and pray for people, both in person and on the phone \nActively supports and participates in the staff spiritual life activities. \nFlexibility and willingness to perform a variety of tasks. \nSigned statement of faith. \nMaintain regular, timely attendance. \nAbility to relate to all types of individuals in a gracious manner. \nBe a self-starter. \nServant heart and Christ-like attitude. \nStrong computer skills. \nExcellent people service skills, with the ability to provide service and streamline processes without compromising the integrity of the department or Forest Home and its policies and procedures. \nAble to accomplish assigned projects utilizing highly developed communication (written and verbal), project management, and time management and collaboration skills. \nAble to maintain confidentiality with handling sensitive information. \nSUPERVISORY RESPONSIBILITIES: This position DOES NOT have supervisory responsibilities.\nPHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions.\nWhile performing the duties of this job the employee is regularly required to stand, walk, sit, and requires sufficient hand, arm, and finger dexterity to operate office machines. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone.\nADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity.\nWORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work involves moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors. The noise level in the work environment is usually moderate but can be loud at times.\nFOREST HOME EMPLOYMENT STATEMENT: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of Forest Home’s at-will employment, duties, and responsibilities are subject to the Forest Home Employee Handbook.\nFOREST HOME CORE VALUES\nSurrender to Christ (Romans 12:1-2)\nAbide with the Lord daily through study of His Word and prayer \nSurrender to the Lord daily through obedience to His Word \nWorship the Lord with the Forest Home Community \nCommit to grow in your faith through regular attendance at a local church \nPrioritize God, Family, and Work appropriately \nBe prepared to share your testimony with staff or guests \n· Walk in Biblical purity (1 Timothy 4:12) by rejecting one’s sinful nature\nLove (I Corinthians 13)\nDisplay the fruit of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, self-control (Galatians 5:22) \nBe respectful to others \nDemonstrate compassion \nServe (Philippians 2:3-11)\nGive generously to God and others through time, talent and treasure \nSeek to put others’ needs above your own \nDemonstrate humility in both spirit and deed \nActively look for ways to serve \nWalk in Integrity (Titus 2:11-12, Proverbs 4:23-27)\nShow loyalty to others, even when they are not present \nDo the right thing, even when others are not present \nExtend trust and seek to believe the best in others \nAsk for forgiveness quickly when necessary \nBe truthful and transparent with others \nStrive for Excellence (Colossians 3:23-24)\nDemonstrate accountability with time and resources \nRequest and receive training \nDesire to improve, and challenge others to do the same \nCommit to exceeding guest expectations \nRefuse mediocrity \nEngage in Community (I Thessalonians 5:11-13)\nSeek first to understand before being understood \nCommunicate clearly, empathetically and respectfully \nWork through conflict Biblically (Matthew 18-15-17) \nParticipate in intentional and purposeful community activities \nPartner with teammates for the goal of unity and team effectiveness \nPlay and appreciate “campy” fun \nFaithfully pray for one another \nInnovate (Ephesians 3:20-21)\nDream Big \nProactively seek solutions \nThink outside the box \nDream, plan and execute new ideas \nAcknowledge and trust that all things are possible through Jesus Christ our Lord (Matthew 19:26)","description_format":"text","description_chars":7468,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Health Care","Higher Education"],"lifecycle":[{"event":"open","at":"2026-09-28T04:03:54Z"}],"visa":[],"liveness":{"score":49,"band":"ok","label":"Likely open","p_open":1,"p_active":0.656,"p_room":0.75,"age_days":17,"expected_fill_days":21,"reasons":["conf:0","win:late"],"computed_at":"2026-10-04T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/ifdocument-facilities-administrative-assistant","json_url":"https://alion.io/job/ifdocument-facilities-administrative-assistant.json","meta":{"generated_at":"2026-10-05T01:20:07Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":1766,"day_limit":5000,"remaining_today":3234,"minute_limit":60,"resets_at":"2026-10-06T00:00:00Z"}}}