Office & Facilities Administrator

1 week ago

Kitchener, Ontario, Canada Wilfrid Laurier University Students' Union Full time

POSITION TITLE:
Office & Facilities Administrator

POSITION LEVEL:
Full-time, permanent

SALARY RANGE:
Starting at $42,500 per annum

REPORTS TO:
Director, Finance & Administration

EDUCATION:
Post-secondary degree or certificate

TECHNICAL:
Proficiency in Microsoft Office Suite required, and familiarity with SAGE, Banner and Millennium software systems an asset

LOCATION:
Based in Waterloo with the expectation of occasional travel to the Brantford campus

SUMMARY:

With the guidance of the Director, Finance & Administration, the Office & Facilities
Administrator will be focused on managing the upkeep and health and safety of the
Wilfrid Laurier University Students' Union buildings on both the Brantford and Waterloo campuses. As well, they will assist with day-to-day administrative tasks for both offices.

The incumbent will need to demonstrate expert critical thinking and analytical skills, by remaining detail-oriented and prioritizing in a fast-paced and time sensitive environment.


JOB SPECIFIC DUTIES:


The specific functions of the Office & Facilities Administrator encompass a wide variety of roles and responsibilities that may from time to time be modified as the Director, Finance and Administration sees fit.

It is important to note that not all functions and duties are contained within this definition, and the position itself will be ever changing and adaptive.

Nevertheless, specific roles and responsibilities allocated to the position include, but are not limited to, the following:

  • Operate in accordance to the Vision, Mission, and Guiding Principles, bylaws and policies of the Wilfrid Laurier University Students' Union and ensure that all facilities functions are compliant with such;
  • Follow, implement, evaluate and ensure compliance of all Health & Safety policies and procedures as outlined by the Students' Union and the Occupational Health and Safety Act (OHSA) of Ontario, Workplace Hazardous Materials Information Systems (WHMIS), and the Accessibility for Ontarians with Disabilities Act (AODA);
  • Remain well versed in Students' Union policies, procedures, risk management requirements and legal requirements to ensure best practices, and aid in the development and implementation of such to ensure compliance of operating policies and procedures with respect to the Finance & Administration department as needed;
  • Support department initiatives and strategies as prescribed by the Executive Leadership team, and/or as delegated by the Director, Finance & Administration;
  • Maintain a professional working relationship, including open and honest communication, with all internal and external members and partners to ensure positive and successful maintenance of the Students' Union brand, as well as to support the administrative and facilities functions of the Organization;
  • Maintain a multicampus presence to provide adequate support to all Students' Union facilities as needed;
  • Oversee the administration of all physical keys, alarm codes and Onecard access for the Students' Union buildings in cooperation with Human Resources and the Administration Assistant Brantford;
  • Assist in the maintenance of the Finance & Administration department physical and electronic files according to department specific guidelines;
  • Ensure all physical files for the Students' Union are accurately stored through the facilitation of offsite storage and confidential shredding;
  • Complete and post the summaries for the monthly Joint Health and Safety Committee building inspections, as well as process and monitor the completion of all work orders required therein, in cooperation with Human Resources and the Administration Assistant Brantford;
  • Create and maintain inventory systems for all office supplies on the Waterloo campus including printer and copier ink products, stationary, paper, distribution and mail products in collaboration with the Director, Member Services;
  • Submit supply orders and complete invoice coding as needed for Waterloo locations;
  • Create and maintain an inventory list for all Students' Union furniture and equipment within the offices, board and conference rooms, kitchens and study/lounge spaces, and conduct regular and routine walkthroughs to ensure items are being properly utilized and maintained in collaboration with the Administration Assistant Brantford;
  • Submit and manage work orders as needed for our furniture and equipment, including following up to ensure that work orders are completed and outstanding items are reconciled accordingly in collaboration with the Administration Assistant Brantford;
  • Investigate and evaluate new furniture and equipment, and provide recommendation(s) to the Director, Finance & Administration for budgetary consideration and planning;
  • Support the Director, Finance & Administration in liaising with our tenant partners for the Fred Nichols Campus Centre and Brantford Student Centre, including Aramark, International News, and

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