Position Overview
Facilities is currently seeking a Full-time Regular Facilities Management Administrative Support.
This position reports to the Supervisor, Facilities Management Operations, and will provide administrative services and clerical support to the units/managers within Facilities Management.
This position is considered a shared position and will support the FM Team on an as required basis. The work assignments are managed daily via a shared mailbox.
Tasks will include, but are not limited to, following the procedures in processing requests as they relate to Computerized Maintenance Management Systems (CMMS), as well as Finance and other University systems as they apply to FM.
The tasks also include preparing purchase requests and orders, spreadsheets and analyzing data, supporting, documenting and filing any departmental procedure(s) for all Facilities Management units. Developing, scheduling, data entry and coordinating training records as required in E.L.M (Enterprise Learning Module). The Facilities Management Administrative Support also provides support, assistance and back up to the Customer Care Centre (when needed).
Organizes and manages all aspects of customer service functions for the department and sets standards for personnel in a manner that promotes excellent customer services and user-friendliness by focusing on customer needs and customer satisfaction, projecting a positive customer service environment to both internal and external customers, and promotes and encourages an attitude of exemplary customer service and high integrity to all the staff within Facilities Management.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Work within ARCHIBUS and PeopleSoft Systems
- Creating invoices, purchase requisitions/orders, and journal entries for internal and external clients on a monthly ongoing basis.
- Reviewing monthly invoices
- Assisting Facilities Management staff with monthly credit card reconciliations and expense reimbursement
- Create & maintain large contract amounts for purchasing & receiving
- Assist with ordering supplies for caretaking
- Caretaking Unit Timekeeper
- Inputting and analyzing data for a variety of units/managers
- Establish and maintain files in keeping with departmental systems
- Travel bookings for various work units/managers
- Facilities Management After Hours/ Call out roster management
- Cell phone purchase and administrative support for Facilities
- Attend meetings and record minutes. May also include Committee membership that requires attendance.
- Prepare various reports, correspondence and other documents in an efficient, effective manner.
Qualifications / Requirements:
- A post-secondary diploma or certificate in Office Administration or a similar program, from an accredited/recognized post-secondary institution, plus several years of administrative experience in a post-secondary environment. An equivalent combination of education, training and experience will be considered.
- Intermediate to advanced skills in Internet and all Microsoft Office Suite programs is required.
- Familiarity with ARCHIBUS, PeopleSoft and web maintenance would be an asset.
- Must have working knowledge of financial systems, including creating purchase requisition/ purchase orders, invoicing, accounts payable and receivable, and journal entries.
- Coordinating with the Accounting Specialist billing and chargeback activities to ensure accuracy.
- Knowledge of university core business systems and a broad understanding of the University policies and issues relating to facilities management would also be an asset.
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds- Understands and maintains confidentiality, demonstrating diplomacy and good judgment.
- Must be able to work in an open and self-motivating team environment as a contributing and productive member.
- Must be open to learning and development, and be willing to accept new challenges and assignments.
- Must be able to work in a fast-paced environment with interruptions from phones, staff and other inquiries which require excellent time management skills to prioritize and meet deadlines.
- Must be able to work with shifting priorities and remain calm in stress-causing situations while meeting commitments and established timelines.
- Must have a proven record of having highly developed verbal and written communication skills while dealing with internal and external clients.
- Must be able to function effectively in team situations.
- Ability to work independently and with little supervision.
- Must be organized and detail oriented.
- Requires excellent listening and oral communication skills.
Application Deadline: July 18, 2022
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.