Facilities Departmental Assistant
Facilities Departmental Assistant
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Job Description
COVID 19 On-Campus Requirements
Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.
About Queens University
Queens University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research faculty administration engineering & construction athletics & recreation power generation corporate shared services and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.
Come work with us!
Job Summary
A Brief Overview
The Housing and Ancillary Services team manages 4940 student beds in 18 residence buildings as well as off-campus rental apartment and housing properties three dining halls numerous retail foodservice locations on campus the Donald Gordon Hotel and Conference Centre and Event Services. Residence buildings also provide temporary accommodations for the summer conference events and tourism and services from these units support vital student life programs and contribute to the Universitys learning environment With a team of over 85 staff the Facilities Department is responsible for custodial operations electronic access control and keys to all buildings and properties processing work orders coordinating maintenance activities and liaising with students staff contractors and other Queens departments.
The Departmental Assistant provides administrative support for the Manager. The Departmental Assistant is also responsible for a variety of administrative duties in support of the Facilities Department staff including the Assistant Managers Facilities Control Center Coordinators Lock Technician and Building Mechanic. The successful incumbent must be able to provide a high level of service provide leadership to casual staff adapt to a changing work environment acquire new skills and maintain confidentiality within a high pressure environment.
This position provides administration coordination and operational support for the department. This position schedules and prepares meetings responds to inquiries and initiates and prepares correspondence as required. This position also creates and maintains databases analyzes data and prepares reports and statistics.
Job Description
What you will do
- Provides general administrative assistance to senior staff in the department. Responds to inquiries and initiates and prepares correspondence as required.
- Provides general office support to faculty and/or staff members by arranging meetings special events and appointments.
- Prepares necessary background information required for meetings such as agendas minutes briefing notes and reference documents.
- Schedules interviews and performance reviews for faculty and/or staff.
- Creates and/or maintains a variety of databases. Performs analysis and prepares reports and statistics.
- Collects and prepares documentation and maintains files for casual staff.
- Sets up spaces for meetings programs and/or events monitors videoconference delivery quality and escalates problems to IT for resolution.
- Coordinates purchases and/or leases for supplies and equipment.
- Tracks training and ensures that mandatory training is completed.
- Assigns and maintains key system access.
- Coordinates maintenance requests.
- Other duties as required in support of the department and/or unit.
- Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.
- More than 2 years and up to and including 3 years of experience.
- Experience with providing administrative support considered an asset (e.g. document editing proofing formatting and production data entry scheduling/coordinating meetings and/or travel arrangements receiving/relaying messages etc.).
- Experience working in a comparable client-focused environment considered an asset
- Satisfactory Criminal Records Check required.
- Vulnerable Sector Screening required.
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
- Provide consultation and advice on non-straightforward and/or complex issues.
- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
- Adapt messages to meet the needs of the intended audience.
- Build relationships trust and credibility.
- Manage own work and may train and review the work of casual employees work study students and/or volunteers to see commitments through to completion.
- Contribute to setting work priorities and direction supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity diversity accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity diversity accessibility inclusion Indigenization and human rights for equity deserving groups.
Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queens is committed to employment equity and diversity in the workplace and welcomes applications from women visible minorities Aboriginal Peoples persons with disabilities and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements priority will be given to Canadian citizens and permanent residents.
The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .
Employment Type
Full-Time
