The Department of Facilities Management requires an ADS Level 4 Administrative Assistant to provide receptionist and administrative support.  As part of the administration`s front line team, this position reports to the Manager of Administrative & Environmental Services and also provides administrative support to the Director of Facilities and departmental management staff.

RESPONSIBILITIES:

• Clerical: Obtain quotes from suppliers, generate on-line requisitions, maintain supplier files, price lists, process invoices for payment, track expenses for specific cost centres
• Administrative Support: Maintain on-line calendar, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying.  Answer phone.  Attend meetings to record minutes.  Create and maintain word documents and spreadsheets
• Provide back-up support to administrative assistant in Security Services and Control Desk, become familiar with procedures on the work order/room booking control desk and security services dispatch desk, to be prepared for replacement during absences
• Assist with human resources tasks including: leave and attendance tracking, overseeing training matrix and coordinating training sessions for staff
• Review and recommend changes of parking information for the applications and parking webpage
• Coordinate the campus parking permit process including organizing location for sales and receiving payment for permits and tickets
• Coordinate and communicate parking in designated and reserved lots
• Assist in policy and procedure tracking

QUALIFICATIONS:

• Minimum of two (2) years of specialized post-secondary education/training in a related office studies program
• Minimum one (1) year previous experience in related work and/or a combination of education and related work experience
• Proficient in the use of microcomputers and the following software programs: Window, Microsoft Word, Excel, Google Documents, and Gmail
• Demonstrates attention to detail
• Demonstrates excellent interpersonal and communication skills
• Ability to think creatively
• Ability to develop and maintain productive interpersonal relationships with university staff, faculty, and students
• Commitment to departmental mission, policies and procedures
• Ability to work well under pressure and to meet deadlines
• Strong organizational skills