ADS Level 5 - Administrative Assistant - Department of Facilities Management
$52,265 to $57,551 per annum, as per CUPE 1870
As part of the Facilities Management Maintenance Division, this position will be responsible for the day-to-day operation of the inventory systems and clerical duties including the procurement of goods and services for the department. The successful candidate will report to the Assistant Manager, Administration and Facilities and the Facilities Management team. The Department consists of three (3) divisions; Maintenance, Capital Projects/Planning and Security Services. This position represents the department when dealing with various clients and vendors on and off campus.
RESPONSIBILITIES:
- Implement and monitor the Inventory management system. Track the issuing and functionality of equipment and work supplies in the department. Track all the inventory supplies electronically on department software. Perform periodic audits of the inventory supplies
- Obtain pricing from suppliers, generate on-line requisitions, manage supplier files, maintain price lists, prepare invoices for payment, track expenses for specific cost centers
- Back-up Control Desk and Security Dispatch desk: become familiar with procedures on the room booking control desk and security services dispatch desk, to be prepared for replacement during absences
- Assist Assistant Manager, Administration and Facilities with leave form management (attendance tracking, emergency leave tracking and monitoring), overseeing training matrix and coordinating training sessions for staff
- Respond to phone inquiries, maintain online calendar, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying
- Attend meetings to record minutes
- Create and maintain Word, Google documents and spreadsheets
- Provide administrative support to the Assistant Manager, Administration and Facilities
- Monitor data tracking within the Facilities Management Department
- Other duties as required
QUALIFICATIONS:
- High School graduation diploma plus completion of a recognized post-secondary program in a related office program. Minimum three years previous experience in related work and/or combination of education and related work experience
- Strong computer experience including Word, Excel and Google programs
- Demonstrates attention to detail
- Demonstrates excellent interpersonal and communication skills
- Ability to think creatively
- Commitment to departmental mission, policies, and procedures
- Ability to work well under minimal supervision
- Strong organization skills
Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link posted on the UPEI Human Resources website. Applications will not be accepted via email.
If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.
UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, hrofficer@upei.ca.
Only those applicants who are invited to an interview will be acknowledged.
