Workflow Management Coordinator

3 weeks ago


Edmonton, Canada University of Alberta Full time

**VFO CS Administration**:

- Competition No.

**S100349410**
- Posting Date

**Feb 01, 2023**
- Closing Date

**Feb 08, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$43,365 to $58,081 per year**
- Grade

**06**
- Hours

**35.00**

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **North Campus Edmonton. This role is in person

**Working for the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Department/Faculty Summary**

Campus Services is a University department that consists of self-funded business units that provide services in support of the University’s Institutional Strategic Plan “For the Public Good.” The business units consist of Residence Services, Parking Services, Dining Services, Commercial Leasing, Bookstore, UHC Pharmacy, Glen Sather Sports Medicine Clinic and ONEcard. This position provides service primarily to Residence Services and Commercial Leasing.

**Position Summary**

The Campus Services Workflow Management Coordinator coordinates workflow for infrastructure shops (for dedicated Residence shops as well as non-Residence shops) using the AiM system in support of Campus Services. In addition to working with infrastructure / trades shops, this position supports the unique customer care needs of all Campus Services business areas. This includes ensuring that infrastructure needs of our end user customers (for example - residents) are addressed and that the work status is communicated effectively to each customer ensuring the highest level of customer satisfaction.

In addition, this position serves as the facilities access control administrator for all of Campus Services coordinating processes for electronic access systems, security systems and mechanical lock systems including key management and key tracking.

This position is also responsible for the administrative process that supports Life Safety systems as well as the administrative process that supports Environment Health and Safety on behalf of Campus Services.

**Duties**

**Workflow Management**
- Create and process Resident and Campus Services Staff cleaning, maintenance and pest control demand work requests through all input sources (such as the Housing Management System (HMS) and Asset Management System (AiM), review scope of work and determine necessary trades / shops required, authorization levels and funding source required
- Update and track work orders in AiM to ensure the workflow cycle has been completed; follow-up with respective area Foremen or Supervisors if work phases remain incomplete
- Submit incident reports where maintenance, cleaning or pest issues were likely the result of inappropriate behavior from a resident or residents to then be followed up by another department
- Communicate with residents and staff (internal customers) to confirm work has been assigned, is in process and / or has been completed
- Create and send notices of entry as assigned and based on templates provided
- Participate in other related special project tasks, administrative duties, or other assigned work as required

**Access Control Administration**
- Administer the process for obtaining, authorizing and fulfilling requests for all card access systems that are operated in Campus Services buildings to staff and contractors
- Administer the process for issuing and tracking master keys, non-master keys and lock changes for Campus Services Buildings
- Facilitate the process for ensuring that keys and ONEcards are returned to Campus Services in a timely manner

**Life Safety Systems Administration**
- Coordinate fire protection testing and tracking on all systems within Campus Services
- Maintain records on behalf of Campus Services shops including Job Hazard Assessments

**Communication and Customer Service**
- Conduct customer care communication to ensure our residence customers receive the level of care and attention



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