Facilities Management is seeking a highly organized and detail-oriented administrative support professional to assist with the department’s communication of the day-to-day operation of the department.  Primarily responsible for coordinating strategic communications on behalf of Facilities Management. The coordinator collaborates closely with internal and external stakeholders to provide updates and knowledge of situations related to Facilities Management. 

The coordinator works in collaboration with Health and Safety, to ensure compliance with Facilities Management relating to OHS legislation and UPEI policies and regulations to promote a safe work culture. 

What We Offer: 

• Comprehensive Health and Dental Care Benefits
• Post Retirement Benefits
• Tuition Waivers
• Health and Wellness on Campus available to staff and their families
• Professional Development Opportunities

RESPONSIBILITIES:

• Act as primary point of contact for Facilities Management communications and information distribution
• Develop, coordinate, and distribute timely and effective communications related to Facilities Management operations and activities, including building closures, planned maintenance, utility outages, service disruptions, construction and capital projects, emergency situations, parking restrictions, seasonal operations, and health and safety concerns affecting building occupants
• Coordinate with the campus Communications team to send campus wide notices
• Assess communications effectiveness by ensuring strategies are measured and targets are tracked
• Coordinate with the Facilities Management section leaders to obtain or provide timely information regarding contractor activities
• Collaborate with Facilities Management leadership to develop, implement, and continually enhance effective communication strategies that support departmental operations, projects, initiatives, and priorities
• Ensure communication efforts reach both internal and external partners through clear, timely and consistent messaging that promotes awareness, engagement, and understanding of Facilities Management activities
• Assist management with developing and then maintaining a database of all departments’ main contacts that need to be notified of communication that affects their area
• Assist with the development and updating standard operating procedures for communication for Facilities Management
• Keep the Facilities Management website up-to-date information. Maintain an ongoing list of active projects, and a status update on each project. Develop and maintain a list of buildings and identify how each area is cooled and heated
• Maintain the Facilities Management training matrix and ensure employee training records remain current and compliant. Schedule training for members of Facilities Management
• Develop and maintain an emergency contact list for various vendors that will need to be contacted in the event of an emergency.
• Communicate with Health and Safety regarding incident reports and campus communications
• Oversee the Facilities Management training matrix to ensure staff training is up to date and in compliance
• Work closely with the Health and Safety Officer responsible for Facilities Management
• Communicate between Health and Safety regarding incident reports and campus communications
• Coordinate the campus signage requests for internal and external stakeholders. Though members of Facilities Management or contractors
• General administrative duties (filling out contracts, submitting requisitions, tracking purchase orders, receiving invoices, order supplies, taking minutes, filing, backfilling other administrative members, have knowledge of the work order system)
• Other duties as required

QUALIFICATIONS:

• Completion of a two-year post-secondary program in a related office program with related office experience
• Preference will be given to Business Administration or Marketing and Communications
• Minimum three years of previous experience in related work. An equivalent combination of education and relevant experience may be considered
• Excellent communication skills (verbal and written) with a demonstrated ability to build strong, positive relationships with internal and external stakeholders with a focus on customer service
• Computer competence and proficiency in MS office applications including computerized data bases, word processing and spreadsheet applications
• Ability to work well under minimal supervision
• Strong organization skills
• Demonstrates attention to detail