ADS Level 5 - Administrative Assistant - Department of Facilities Management
University of Prince Edward Island
- Charlottetown, PE
- $55,906-61,466 per year
- Permanent
- Full-time
- Monitor the Facilities Management control desk. Become familiar with procedures on the work order system, the campus room booking system and first point of contact for clients
- 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
- Clerical: 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 the Security Dispatch desk: Become familiar with procedures for the security services dispatch desk, to be prepared for replacement during absences
- Assist with parking payments and processing parking permits
- Assist with leave form management (attendance tracking, emergency leave tracking and monitoring), oversee training matrix and coordinate training sessions for staff
- Administrative Support: Maintain online calendars, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, answer the phone, attend meetings to record minutes
- Create and maintain word, google documents and spreadsheets
- Provide administrative support to the Management team for Facilities Management
- Monitor data tracking within the Facilities Management Department
- Other duties as required
- High School Graduation Diploma and at least two (2) years of specialized post-secondary education/training in a related office program.
- Minimum three (3) 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