Administrative Assistant E, Facilities

Permanent Full-Time Position

8:30am to 4:30pm / Monday to Friday

Pay Grade E ($53,071 to $56,802 per annum)

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Administrative Assistant is responsible for a variety of complex administrative and clerical tasks to support the smooth and efficient operation of Facilities projects.

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the Municipal Pension Plan.
• Competitive Vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Grade 12 completion plus specialized training of up to and including one year.
• Minimum of three years’ office experience, preferably in a facilities or construction operation.
• Or an equivalent combination of education and experience.
• Excellent organizational, communication, and interpersonal skills.
• Strong computer skills (i.e. Microsoft Office, Excel, and email).
• Excellent knowledge of relational databases, design software, and Student Information Systems (i.e. Colleague).
• Ability to create and maintain positive and effective working relationships with staff, faculty, and students.
• Demonstrated skills in community relations responding to a high volume of inquiries with frequent interruptions.
• Knowledge of OH+S and WHMIS codes, regulations, and bylaws.
• Ability to reprioritize and exercise initiative during fluctuating workloads.
• Ability to multi-task and work with minimal supervision.

Some Typical Duties:

1. Responds to walk-in, phone, and email inquiries and requests related to card access, security, projects, maintenance issues, contractors, janitorial issues, art installations, and other miscellaneous requests. Responds to room booking inquiries in a backup capacity. Refers requests as appropriate.
2. Provides clerical support to the General Manager, P3 Facility Operations in the form of room bookings, requisitions, photocopying, faxing, emailing, scheduling meetings, compiling statistical information, creating/updating forms, and composing written correspondence.
3. In the absence of the Administrative Assistant, Scheduling, processes all internal room booking requests. Handles complaints and conflicts. Creates daily and weekly room booking forms for security, audio-visual services, and reception.
4. Process all external room booking requests. Responds to inquiries, processes applications and invoices. In collaboration with the Events Lead, ensures WCB and insurance coverages are in place, coordinates extra security, janitorial staff, additional furniture, and coordinates with other departments as necessary.
5. Updates all faculty, staff, and student cards on a regular basis and as required by exceptional needs. Maintains card reader database system.
6. Maintains key allocation database, and processes key requests. Initiates replacement process for lost keys, and maintains keyholder contract database, updating keys issued, replaced and lost.
7. Issues parking tags and decals, organizes parking contracts, maintains lot user database, and orders seasonal parking decals and tags. Ensures users abide by lot regulations, and communicates pertinent information.
8. Processes locker requests and contracts, organizes and maintains locker database, and communicates relevant clean out dates and procedures. At the start and end of semesters, takes inventory of available lockers, matches purchase records to occupied lockers, and removes locks on unpurchased lockers. Organizes clean out and recycling of unclaimed locker contents.
9. Receives and processes Requests for Service pertaining to maintenance, repair, and operational problems.
10. Processes furniture requests for administration and curriculum. Assesses need, checks budget, researches costs and availability, fills out requisition, and ensures item is delivered.
11. Maintains and updates University furniture inventory database. Enters data, creates incoming and de-assessment forms, and responds to inquiries.
12. Works with on-site contractors on a regular basis, including security and janitorial staff. Responds to contractor inquiries, handles requests and complaints, ensures WCB and insurance coverage is in place, and provides sign in, keys, parking permits, and access. Researches and coordinates with other contractors, and communicates with other groups/areas regarding contractors. Coordinates with contractors and FM Service Provider, and communicates information to other groups/areas.
13. Responds to vending machine inquiries and complaints, and issues refunds. Maintains float as necessary.
14. Provides back up coverage for other Administrative Assistants in Facilities during busy periods or staff shortages.
15. Performs other related duties as required.

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Tuesday, 15 October 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.