Administrative Assistant Facilities

True North

As the largest post-secondary institution in northern Alberta Northwestern Polytechnic is a natural point of convergence for knowledge skills creativity and to spark and empower success NWPs mission is geared towards both individual and collective progress. NWP offers a wide variety of engaging and in-demand academic programs in certificates diplomas apprenticeships and exist wholeheartedly for the domestic and international students who call our campuses home the distinctive communities and industries we serve and the staff and faculty who honour us with their expertise and insights every our potential as one of Albertas newest polytechnics is ever-growing we recognize the importance of having authentic and highly effective contributors by our side. We are currently recruiting individuals who are inspired by opportunity driven by results and aligned to NWPs core values of being responsive innovative and connected.

The Role

The Administrative Assistant provides comprehensive administrative and operational support to the Facilities Maintenance & Operations (FMO) Department. As the first point of contact for the department this role contributes to the efficient professional and customer-focused delivery of facilities services across the institution.

The position requires a high level of discretion strong organizational skills and the ability to work collaboratively with a diverse range of stakeholders including staff contractors consultants and the public. A working understanding of facilities operations and the ability to route inquiries appropriately are essential to success in this role.

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to the Facilities Maintenance & Operations department.
• Serve as the first point of contact for facilities-related inquiries directing requests and information appropriately.
• Coordinate meetings prepare agendas and minutes track action items and maintain departmental records files and documentation.
• Support operational and capital projects through document management tracking and coordination with internal and external stakeholders.
• Maintain accurate data across facilities systems including work orders assets access vehicles and contracts.

Customer Service

• Deliver professional responsive customer service to students staff contractors consultants and the public.
• Respond to inquiries related to facilities services such as custodial parking fleet vehicles access requests and work orders.
• Work collaboratively with Facilities staff to ensure timely and effective issue resolution.

Financial

• Assist with purchasing invoicing internal transfers expense claims and pcard reconciliations.
• Provide administrative support for procurement and contract processes including recordkeeping and tracking.
• Collaborate regularly with the Financial Services department.

Other Duties as Assigned

• Support departmental initiatives related to maintenance capital planning space management sustainability risk health and safety and security.
• Assist with reporting committee work special projects training and events.

What We Offer

Finding your fit in one of our specialized schools or departments means a bright future with competitive compensation attractive benefits packages reliable networks high quality of life and unparalleled learning community you are looking to transform the post-secondary landscape with polytechnic education research and partnerships Northwestern Polytechnic is your employer of choice.

The successful candidate will have (education and experience). Necessary skills and attributes to be successful in this role include:

• proficiency in Microsoft Office applications such as Word Excel PowerPoint and Outlook;
• strong organizational and multi-tasking skills;
• an entrepreneurial spirit specifically one who is willing to take a risk to create opportunities;
• excellent communication and interpersonal skills;
• ability to build strong relationships across the organization; and
• a high level of integrity professionalism and accountability.

How to Apply

Only applications received electronically via the Northwestern Polytechnic website will be considered.

We review all applications to select candidates whose qualifications and experience most closely meet our needs.

Only applicants selected for interviews will be contacted. For general inquiries please contact HR at .

Thank you for applying to NWP!