Administrative Associate
Job ID - 62103
Closing Date : 02/18/2026
Serves as Time and Leave Coordinator for Facilities Services, managing time entry, payroll processing, and reconciliation within OMNI and Timeclock Plus (TCP) systems. Provides guidance on scheduling, overtime, shift differentials, and payroll procedures while ensuring compliance and accurate biweekly processing. Processes personnel actions (ePAFs), supports recruitment and onboarding activities, maintains departmental records, and serves as liaison for Workers’ Compensation and FMLA matters. Coordinates administrative operations including meeting scheduling, customer service, work order tracking, uniform program management, reporting, and departmental supply oversight, while delivering comprehensive programmatic and operational support across Facilities Services.
Responsibilities
- Serves as the Time and Leave Coordinator for Facilities Services within OMNI and Timeclock Plus (TCP) systems. Coordinates time entry and approvals for staff and OPS, including the use of the departmental time clock import system. Reconciles TCP to OMNI and troubleshoots and corrects any problems. Assists with employee scheduling complexities, shift differentials, overtime, emergency calls, closures, and special events, providing clear guidance and support. Reviews biweekly payroll processing and payroll cost center reports. Distributes and maintains Payroll Certifications. Provides assistance regarding Time & Labor inquiries while effectively communicating with Facilities Services staff. Provides training and directions to staff and supervisors on time, leave, and payroll procedures.
- Submits ePAFs and follows through to completion for personnel actions, terminating employees, initiating changes in supervision, salary, or pPAF shift changes. Reviews HR Active reports. Completes and submits Separation Checklists. Maintains departmental files. Serves as the point of contact for Workers' Compensation Accident/Injury Reports and FMLA. Completes Request to Advertise, serving as a liaison between hiring supervisor and HR Recruiting. Gathers information for Request to Hire forms and packets and submits to the Administrative Specialist for routing. Performs administrative functions, including but not limited to scheduling meetings, reserving conference rooms, answering main telephone lines, and routing calls appropriately. Assists and greets customers onsite.
- Coordinates the employee uniform program, including but not limited to ordering new employee uniforms and annual uniform re-orders. Responsible for performing administrative functions to provide programmatic support, including but not limited to reviewing facilities' shadow system for open work orders, distributing work orders to appropriate areas, following up on open work orders, closing out work orders, photocopying, filing invoices, correspondence, and other electronic documents to the campus community. Assists administrative staff with data entry or retrieval of statistical analysis or reports. Maintains and orders to replenish the inventory of office supplies for the department. Provides statistical or other information for the Monthly Report. Supports other Facilities Services Departments as needed.