Facilities and Operations Support
1 month ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr7)
Job Title
Facilities and Operations Support
Department
Human Resources and Operations | Dean's Office | Faculty of Forestry
Compensation Range
$4,009.00 - $4,214.00 CAD Monthly
Posting End Date
February 9, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Description Summary
This is a professional position within the administrative and secretarial support staff team of the Dean’s Office in the Faculty of Forestry, responsible for implementing a variety of operational and administrative processes for the unit. The position acts as the first point of contact for the Dean’s Office by receiving visitors, responding to enquiries, able to multitask with various facilities and safety related tasks. Additional responsibilities include: space rentals and room bookings for the Forest Sciences Centre (FSC); organization for events in the Dean s Office as well as within the Faculty.
Organizational Status
This position reports to the Associate Director, Operations & Administration and works under the direct supervision of the HR & Administrative Coordinator; works closely with other staff in the Dean’s Office, and interacts constantly with faculty, staff, students, and the public.
Work Performed
FACILITIES
- Access System Management System (ACMS) building access coordinator for the Dean’s Office, overseeing the ACMS administration for the whole faculty, ensuring safety compliance as well as mitigating risks surrounding access requests by maintaining inventory of all FSC Dean’s Office users and access cards for secure areas and assisting staff and students of other departments with building access as needed.
- Designated Planon service request administrator (via Planon) for facilities and safety within the Dean’s Office and operational requirements of FSC. Identifies maintenance requirements and initiates departmental trouble calls to Building Operations; coordinates with Building Operations to ensure problems or extraordinary repairs are rectified in a timely and efficient manner. Enters work and service request for ad-hoc projects as needed
- Maintains a close working relationship with Building Operations Facility Manager, Zone trades people and ensures facility issues are resolved effectively for the smooth operation of the FSC
- Works under the broad direction of the supervisor in decommissioning of spaces or workstations during renovations, retirement and departure of staff, faculty and students. Ensures that equipment/furniture finds alternate usage within the faculty and arranges for retention and/or disposal; of unwanted items according to university policies and procedures
- Coordinates space allocation for staff and faculty throughout the FSC under the direction of direct supervisor. This involves developing and maintaining a comprehensive database, keeping space allocations current and being first point of contact to resolve conflicts. Space includes basement parking, storage cages, faculty, staff and student offices, research and teaching labs, etc.
- Acts as the Facilities coordinator and works closely with the departmental contact in Faculty of Forestry on all departmental fume-hood, chiller, water, heat, and electrical shutdowns including: coordinating with Building Operations, advising affected labs and staff, and monitoring and ensuring lab shutdown procedures are completed in a timely manner.
- Assists the Associate Director, Administration and Operations in coordinating major projects as required: building renovations, repairs, collection of statistics, preparation of summaries and reports, etc.
OPERATIONS
- Provides reception duties for the Dean’s Office by receiving visitors, answering the telephone, responding to enquiries and providing information to students, staff and the general public in a professional, friendly and courteous manner. Refers inquiries to the appropriate person as needed.
- Serves as the face of the company, offering friendly service to those entering the building, maintain the reception area, keeping it clean and free of clutter
- Oversees FSC bookings, including Atrium, Forestry-restricted meeting rooms, classrooms, computer labs. Reviews technical support and FSC Main Door Reprogramming Fees required for each booking, assesses booking fees and produces invoices. Assists the Finance team lead with finalizing rental agreements.
- Acts as the first point of contact for the Faculty in resolving operational issues and is a key resource for assisting in development of efficient operational policies and procedures.
- Liaises with Secure Access on security matters for the FSC and troubleshoots any security issues. Is the first point of contact for trouble calls on other issues that arise in the Dean’s Office.
- Acts as the Departmental Voice Administrator (DVA); processing reques
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