Facilities Services Assistant

Reporting to the Director of Information Technology & Facilities Services and working in collaboration with the Facilities Lead, the Facilities Services Assistant is responsible for the day-to-day administration and operational maintenance of the Sudbury campus buildings of NOSM University. This role provides professional frontline service to ensure that building maintenance is conducted in a timely manner and in compliance with workplace health & safety regulations. This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**: Tasks include but are not limited to the following:

- Coordinates access to offices and other spaces by issuing and maintaining an inventory of keys and access cards.
- Processes incoming/outgoing mail and parcels.
- Maintains a physical asset inventory database.
- Coordinates with vendors to ensure building systems (lights, elevators, fire safety equipment, etc.) are routinely maintained or serviced when needed.
- Provides furniture setup for scheduled use of classrooms, meeting rooms, and laboratories. Arranges workspace relocations as needed.
- Updates staff listings for building directories for the University.
- Inspects and evaluates the work of external service providers, reports deficiencies, and makes recommendations for corrective measures to Facilities Services Unit leadership.
- Provides daily instructions to cleaning staff based on events and changing needs.
- Distributes equipment, supplies, stationary, and other materials to employees and shared business centres.
- In conjunction with the Facilities Lead, drafts communiques for power outages, evaluator shutdowns, etc.
- Maintains, assembles, and makes minor repairs to furniture, office equipment, and interior decorations.
- Conducts site inspections routinely and in response to facilities operational matters relative to facilities indoor environment, building safety, health & safety, access, and security.
- Coordinates the fire safety program and schedules campus fire drills.
- Regularly inspects and replenishes the first aid kits.
- Serves as a member of the Joint Occupational Health and Safety Committee.
- Prepares technical reports for unit and supervisor relative to building conditions, project cost estimates, incidents, and events.
- Participates in unit meetings, training, and other events.
- Attend and take minutes on committees and groups, as needed.
- Performs other duties as assigned.

**Qualifications**:
**Education**:

- A College diploma in a related discipline from a recognized college with Canadian accreditation or an equivalent combination of education and experience is required.
- Trades certificate or Property/Building Maintenance training would be an asset.
- Health and Safety certification is an asset.
- First Aid Training is required and will be provided on the job.

**Knowledge, Skills and Abilities**:

- Minimum of one (1) year of related experience is required.
- Building operation, maintenance, and security practices.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
- Equipment and space inventory practices.
- Attention to detail is critical.
- Deal with people sensitively, tactfully, diplomatically, and professionally at all times.
- Build and maintain a positive working relationship with all onsite service providers and external suppliers.
- Respond quickly in a dynamic and changing environment.
- Furniture and office equipment and repair practices.
- Operate small power tools and use hand tools to perform minor furniture and equipment repairs.
- The Occupational Health & Safety Act and Regulations for Industrial Establishments.
- Multi-task in a high-volume work environment.
- Demonstrated ability to read technical drawings, installation, and maintenance manuals.
- Strong writing, editing and proofreading skills.
- Work independently and as part of a team.
- Gather and analyze data, compile information, and prepare reports.
- Plan, organize and prioritize work.
- Use discretion and maintain confidentiality.
- Exercise initiative and judgment and make decisions within position’s scope of authority.

**Language**:

- Must be able to communicate effectively in English (verbally, written and comprehension)
- French/Indigenous language skills would be considered asset

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Fax:
(705) 671-3880
- “Yes, I am a Canadian citizen or permanent resident of Canada.”_
- “Yes, I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”_
- “No, I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”_
- While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged._