Administrative Assistant, Facilities

2 weeks ago

Slave Lake, Canada Northern Lakes College Full time

**Location**:
Slave Lake

**Competition #**:
NLC-2053

**Open To**:
All Applicants

**Date Posted**:
July 11th, 2023

**Closing Date**:
July 26th, 2023 - 11:59pm

**Compensation Rate**:
$47,268 to $57,684 per year

**Hours Per Week**:
For over 50 years, the Northern Lakes College vision has been to increase accessibility to educational opportunities. With 25 locations across northern Alberta, program sites throughout Alberta, and a unique Supported Distance Learning model, students can access quality educational opportunities without leaving their community. Students can study from the comforts of home, work, on the road, or from one of the many College locations. Northern Lakes College offers a variety of university transfer, diploma, and certificate programs, including Academic Upgrading, Business & Administrative Studies, Health & Human Service Careers, Pre-Employment & Apprenticeship Trades, Resource Technology, University Studies, and Continuing Education & Corporate Training certificates and courses. We support and promote professional development and wellness opportunities, and provide our employees with an attractive benefits plan and competitive salaries. The College service region offers numerous recreational activities for the entire family to enjoy

Northern Lakes College has the following **_full-time_** **_ongoing position _**available:
**Administrative Assistant, Facilities**
**Reference #NLC-2053**
**Salary Range: $47,268 to $57,684 per year**
**Location: Slave Lake**
**Start Date: July 2023 to ongoing**

**Qualifications**:

- College certificate in Office or Business Administration
- Minimum 2 years progressively responsible office administration experience
- Strong computer skills and experience, should include Microsoft Office Suite
- Experience working in a fast-paced environment
- Strong customer service skills
- Valid Class 5 Driver’s License
- Knowledge of Housing Administration and or Leasing would be an asset
- Experience working in a cross-cultural environment is an asset
- A combination of education, training and experience may be considered.

Please submit a resume **_quoting the reference number NLC-2053 to:_** Northern Lakes College, Human Resources, 1201 Main Street SE, Slave Lake, AB T0G 2A3 or alternatively Fax: 780 849-5881

**Closing Date: July 26, 2023**

**T**itle**:Administrative Assistant, Facilities

**Department**:Facilities and Ancillary Services

**Major Job Function**:
Reporting to the Manager, Asset Management and Special Projects, this position is responsible for administrative support to facilities and college program areas utilizing facility services.

**Duties and Responsibilities**:

- Direct calls to the appropriate staff. Must know the duties of others in the College.
- Acquisition of supplies for program areas. This includes preparing the purchase orders and ordering of supplies. Keeping an inventory of basic office supplies.
- Properly code invoices for signature
- Filing information in a manner consistent with the College Records Management procedures. Ensure confidentiality of all documents.
- Operate and maintain the office equipment; Fax, Photocopier, Scanner, Telephone, Printer.
- Produce word processing, spreadsheet and database documents for the Managers, Director and program areas.
- Sort and properly distribute the incoming and outgoing mail
- Maintain project records for ongoing projects
- Represent the Facilities area at meetings such as the Workflow meetings and committee meetings.
- Record and distribute minutes from meetings. Types of meetings include staff meetings and those required by the Managers and Director.
- Liaison with Finance department to reconcile invoicing issues.
- Contracts: negotiating, execution, renewals, progress inspections/verifications
- Leasing: filing, renewals, negotiations, execution.
- Asset management skills (included inventory of college assets with is property, vehicles, machinery, tooling, furniture and other items as needed).
- Provide support to Housing and Facilities Administrator as required.
- Other duties as required from time to time. This would include, but not be limited to, such activities as, covering off on the Facilities Helpdesk, Resident check in-out, report preparation, room & space booking
- Fill in for Executive Assistant, Facilities and Ancillary Services when unavailable as on leave or holidays.
- Assist in Vehicle up keep: Taking vehicles over to shop to get repaired or inspection, record keeping of such work.

**Skills / Knowledge**:

- Time Management Skills
- Excellent Spreadsheet skills i.e. MS Excel
- Keyboarding skills of 40+ wpm.
- Excellent communication skills, both verbal and written
- Good proofreading skills
- Knowledge of purchasing procedures
- Knowledge of college, policies, procedures, and regulations

**Qualifications**:

- College certificate in Office or Business Administration
- Minimum 2 years progressively responsible office administration experience
- Strong com

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