Workflow Management Coordinator

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

This position has a term length of one year plus a day and offers a comprehensive benefits package.

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

**Position Summary**

The Campus Services Workflow Management Coordinator facilitates workflow for infrastructure shops (both 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 care and 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 Health, Safety and Environment on behalf of Campus Services.

The Campus Operations & Services team supports the University of Alberta through a range of essential services and works for operating, maintaining and renewing infrastructure across our campuses.
**Workflow Management**
- Create and process Resident and Campus Services Staff maintenance, cleaning and pest control demand work requests through all input sources, such as the Asset Management System (AiM), review scope of work and determine necessary trades/shops required, authorization levels and funding source required
- Complete 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 that is necessary for the highest level of customer satisfaction around facility and residence work related activities and events taking place on North Campus
- Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to Campus Services work requests
- Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to residents to ensure it is effective in maximizing satisfaction as well as for ensuring legal compliance during all phases of each work order

**Minimum Qualifications**
- High School Diploma (minimum grade 12)
- Administrative experience, preferably in a post-secondary / academic setting
- Comfortable with repetitive tasks and a systematic approach to workflow management and processes
- Thrives on consistency, high level of accuracy and attention to detail
- Open to receiving feedback and implementing changes requested
- Ability to work independently and in a team environment
- Excellent time management and prioritization skills
- Excellent written and verbal communications skills
- Excellent interpersonal skills and experience working with and/or interacting with a diverse range of people with varying skill sets and personalities
- Demonstrates a high level customer service skill and maintains professionalism
- Strong organizational and prioritization skills
- Comfortable learning new technologies and complex authoritative systems
- Professionalism, integrity, respect for others, organizational understanding and adaptability
- Maintains a positive attitude contributing to an overall vibr