Administrative Assistant, Facilities

**Campus Location**:**New Westminster**

**Regular / Term**:**Regular Full-Time**

**Closing Date**:**Open Until Filled**

**Position Summary**:
The Administrative Assistant role is primarily responsible for managing the day-to-day operations in the Facilities Division. A significant portion of the role involves responding to service requests, prioritizing and issuing work orders, coordinating with Facilities staff and contractors, and maintaining records within the computerized maintenance management system (CMMS). The Administrative Assistant also reviews and maintains reports from service providers. This position includes monitoring security reports, arranging access to instructional spaces for maintenance activities, managing safety training records, and maintaining vendor, contractor and WorkSafeBC documentation. Moreover, the Assistant issues work permits and other related documents to Facilities staff.

In addition to operational duties, the role also focuses on administrative support. This includes assisting with preparing Requests for Information (RFI), Quotations (RFQ), and Request for Proposals (RFP) for the supply of goods and services, as well as contacting vendors to arrange for goods and materials as needed. Moreover, the Administrative Assistant creates purchase orders, reviews invoices, and tracks expenditures. The position also involves reconciling visa statements, assisting with budget development, preparing accruals for the financial month-end, and maintaining files related to procurement and project approvals. Additional administrative tasks include supporting external facility rentals, report preparation, maintaining the Facilities Intranet site, and managing office supply inventory.

Lastly, the role involves security operations support, including assisting in programming and monitoring access control systems, issuing access cards and keys, and maintaining the master key log.

This dynamic role demands strong organizational skills, attention to detail, and the ability to handle multiple responsibilities.

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**Qualifications & Requirements**:

- Secondary School graduation, three years of related office experiences, or an acceptable equivalent combination of education, training, and experience.
- Advanced computer skills in the use of MS Word, Excel, Access, and Visio software.
- Good knowledge of Azzier (CMMS), Unit 4, Saflock and Aurora software.
- Ability to handle a high volume of work independently with a high level of accuracy.
- Excellent customer service skills with the ability to communicate effectively.
- Excellent organization and effective problem-solving skills.
- The ability to coordinate multiple projects and to write clear, accurate and concise reports, correspondence, and recommendations.
- Ability to develop and maintain effective working relationships in a team environment and with a wide variety of internal and external contacts is essential.

**About JIBC**:
Justice Institute of British Columbia (JIBC) is a public, post-secondary institution that provides education and training to those who’ll be there to support British Columbians and others around the world, when a life is at stake or when health, safety or property is in jeopardy. Work for JIBC and be a part of the big picture - supporting justice and public safety professionals at all stages of their careers in fields including law enforcement, firefighting, paramedicine, security and emergency management.

As a JIBC employee, you’ll play a role in our educational programming, which also includes complementary and related areas of study - from conflict resolution, mediation, leadership and counseling, to cybersecurity, business intelligence, and tactical criminal analysis - as well as applied research in the justice and public safety fields. Join our team and help us prepare JIBC graduates to contribute to safer communities and a more just society.

***What JIBC Offers**:
We offer a total compensation package that includes Extended Health and Dental Benefits, and enrollment in the Municipal Pension Plan after six months. In addition, we offer 15 vacation days annually (pro-rated in first year), as well as other generous leave entitlements.

**Salary Range**:
$50,534.82 to $53,951.31 per annum (BCGEU Pay Grid 9)

**Posting date**:
February 19, 2025

**Position Type**:
BCGEU

**Position Number**:
1000318

**Employment Type**:
Full-Time Regular

**Work Arrangements**:
This is a regular, full time (35 hours per week) position. Applicants must be within a commutable distance to JIBC's New Westminster Campus. This position may be considered for a hybrid work arrangement.

**How to Apply**: