ADS Level 5 - Administrative Assistant - Department of Facilities Management

RESPONSIBILITIES:

• 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. Answer the phone. Attend meetings to record minutes. Create and maintain word, google documents and spreadsheets
• Monitor the on-line room booking system, help the campus community when needed
• Provide support to the Control Desk and Security Dispatch desk: Become familiar with procedures on the work order control desk and security services dispatch desk, to be prepared for replacement during absences
• Assist Assistant Manager of Admin and Facilities with leave form management (attendance tracking, emergency leave tracking and monitoring), overseeing training matrix and coordinating training sessions for staff
• Provide parking management administration support as required
• Assist in policy and procedure development, updating and tracking
• Provide administrative support to the Associate Vice President of Facilities and Construction
• Receive and facilitate customer service feedback
• Coordinate annual clothing orders
• Distribute mail
• Other duties as required by the department

• High School Graduation Diploma and at least two years of specialized post-secondary education/training in a related office program with a minimum two years’ previous experience. An equivalent combination of education and related work experience would be considered
• Strong computer experience including Word, Excel and Google programs
• Demonstrates attention to detail
• Demonstrates excellent interpersonal and communication skills
• Ability to think creatively
• Ability to develop and maintain interpersonal relationships with university staff, faculty, and students
• Commitment to departmental mission, policies, and procedures
• Ability to work well under pressure
• Ability to work well under minimal supervision
• Strong organization skills