Residence Facilities Clerk I

1 week ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Student Affairs -> Residence Services- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
- Posting Close Date- 3 September 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,305.00 - $4,438.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- PB7- Hours of Work- Monday to Friday, 8:00 am - 4:00 pm- Start Date- 9/16/2024- End Date- 9/15/2025- Employee Group:
- CUPE 951 - Term- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityThe University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.
- Job SummaryIn support of the overall goals of Residence Services, a unit within the division of Student Affairs, the Residence Facilities Clerk I, provides administrative support to the Manager, as well as supporting maintenance functions within the residences.

The position receives, data enters, and redirects facilities maintenance requests from staff and students to the appropriate university department or contractor, ensuring requests are prioritized, approved and responded to in a timely manner. As appropriate, the Clerk will liaise between Residence Services, the Facilities Management department staff and tradespeople, other University departments and external contractors in order to provide excellent service in the physical upkeep of over 82,000 square metres of residence buildings. The Residence Facilities Clerk I, develops and maintains a thorough knowledge of building and facilities issues, and performs a variety of facilities functions such as creating work orders through FMIS software; contacting suppliers as necessary; monitoring assigned repair and maintenance projects; doing check-in and out inspection; purchasing, moving and storage of goods; developing and organizing inventory systems for items such as furniture, appliances and keys; and providing updates to the Manager as required.

In addition, the Clerk provides administrative support the Residence Facilities Manager. This position is responsible for monitoring and reporting facilities maintenance costs, and contributes to the determination of the annual maintenance budgets. The Clerk will develop and maintain a high level of expertise in a wide range of university processes in other departments in order to support the Manager in financial reporting and accounting, hiring practices, and other clerical functions.

This position demonstrates a superior level of communication and service skills by managing the flow of maintenance reporting into and out of Residence Services facility department; by handling minor maintenance or cleaning issues with tact and diplomacy; and by responding to facilities emergencies appropriately. The Clerk will create spreadsheets to track and maintain records in a variety of data, and perform other clerical functions as required.
- Job Requirements**Skills**:

- Advanced-level clerical, administrative and computer skills, including extensive experience with spreadsheets, word processing and database software.
- Proven organizational skills and ability to pay attention to detail.
- Accurate mathematical skills; ability to organize and communicate numerical data.
- Excellent data entry skills. Attention to detail and high regard for accuracy is essential.
- Effective writing skills, ability to organize and communicate written and verbal information concisely and cohesively.
- Excellent interpersonal skills with the ability to demonstrate diplomacy and tact in a professional and courteous manner with diverse and individuals.
- Ability to respond to urgent and/or emergency facilities situations calmly and effectively.
- Proven ability to maintain confidentiality in working with students and/or employee information and files.
- Excellent software skills in a variety of systems.
- Demonstrated skills in problem solving.
- Excellent service skills; ability to respond to issues and complaints from students and parents with tact and diplomacy.
- Demonstrated good judgment and decision-making skills.
- Ability to work independently and in a team environment.

**Specialized Knowledge/Education**:

- High school graduation.
- Knowledge of facilities and maintenance, operations, including health and safety issues.
- Post-secondary courses in business, office administration or a related field considered an asset.

**Experience**:

- 3 to 5 years recent experience working in a construction, property or facilities management office environment.
- 3 to 5 years of advanced-level clerical/administrative support.
- Experience using Mic

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