Administrative Assistant E, Facilities

**Job Title**
- Administrative Assistant E, Facilities**Permanent Full-Time Position**

**8:30am to 4:30pm / Monday to Friday**

**Pay Grade E ($53,071 to $56,802 per annum)**
- Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.
- The Administrative Assistant is responsible for a variety of complex administrative and clerical tasks to support the smooth and efficient operation of Facilities projects.

**Benefits of Joining the Emily Carr community**:

- Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
- Membership in the Municipal Pension Plan.
- Competitive Vacation and Professional Development benefits.

**Some Typical Duties**:

- In the absence of the Administrative Assistant, Scheduling, processes all internal room booking requests. Handles complaints and conflicts. Creates daily and weekly room booking forms for security, audio-visual services, and reception.
- Updates all faculty, staff, and student cards on a regular basis and as required by exceptional needs. Maintains card reader database system.
- Maintains key allocation database, and processes key requests. Initiates replacement process for lost keys, and maintains keyholder contract database, updating keys issued, replaced and lost.
- Issues parking tags and decals, organizes parking contracts, maintains lot user database, and orders seasonal parking decals and tags. Ensures users abide by lot regulations, and communicates pertinent information.
- Processes locker requests and contracts, organizes and maintains locker database, and communicates relevant clean out dates and procedures. At the start and end of semesters, takes inventory of available lockers, matches purchase records to occupied lockers, and removes locks on unpurchased lockers. Organizes clean out and recycling of unclaimed locker contents.
- Receives and processes Requests for Service pertaining to maintenance, repair, and operational problems.
- Processes furniture requests for administration and curriculum. Assesses need, checks budget, researches costs and availability, fills out requisition, and ensures item is delivered.
- Maintains and updates University furniture inventory database. Enters data, creates incoming and de-assessment forms, and responds to inquiries.
- Works with on-site contractors on a regular basis, including security and janitorial staff. Responds to contractor inquiries, handles requests and complaints, ensures WCB and insurance coverage is in place, and provides sign in, keys, parking permits, and access. Researches and coordinates with other contractors, and communicates with other groups/areas regarding contractors. Coordinates with contractors and FM Service Provider, and communicates information to other groups/areas.
- Responds to vending machine inquiries and complaints, and issues refunds. Maintains float as necessary.
- Provides back up coverage for other Administrative Assistants in Facilities during busy periods or staff shortages.
- Performs other related duties as required.

**Required Qualifications**
- Grade 12 completion plus specialized training of up to and including one year.
- Minimum of three years’ office experience, preferably in a facilities or construction operation.
- Or an equivalent combination of education and experience.
- Excellent organizational, communication, and interpersonal skills.
- Excellent knowledge of relational databases, design software, and Student Information Systems (i.e. Colleague).
- Ability to create and maintain positive and effective working relationships with staff, faculty, and students.
- Demonstrated skills in community relations responding to a high volume of inquiries with frequent interruptions.
- Knowledge of OH+S and WHMIS codes, regulations, and bylaws.
- Ability to reprioritize and exercise initiative during fluctuating workloads.
- Ability to multi-task and work with mínimal supervision.

**Preferred Qualifications**

**Additional Information**Posting Detail Information

**Posting Number**
- SA044-2024**Open Date**
- 10/01/2024**Close Date**
- 10/15/2024**Open Until Filled**
- No**Special Instructions to Applicants**
- Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willing