Facilities Rentals Assistant

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 42 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.

**EIPS is recruiting a full-time Facilities Rentals Assistant with our Facility Services department.**

Facility Services is located at the EIPS Central Administration building in Sherwood Park, at 683 Wye Road. Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees.
- **Commencing June 9, 2025**:

- **37.5 hours per week (Monday to Friday, 7.5 hours per day)**:

- **Open to internal and external applicants**
- **EIPS offers a comprehensive benefit package**

**FUNCTION AND PURPOSE**

This position serves as the district contact for after-hours rentals of school facilities. The specific focus of this position is in the areas of school rentals, school contacts & user groups.

**School Rentals**
- Primary Division point of contact for the public, government officials, school administration, custodial contractors, and Facility Services staff regarding school rentals and related issues.
- Liaise with school administration to block times or school activities and determine residual time available for school rentals.
- Receive external and internal requests for school rentals, provide advice, assess availability, and provide alternatives.
- Responds to verbal and/or written inquiries from internal/external customers (i.e.: Principals, Directors, Custodial Contractors, User groups, Parents).
- Obtain approval from school administration, only for major group functions.
- Prepare permits with user groups, distribute to key stakeholders, and effect changes and revisions as may be required.
- Coordinate rentals with Manager of Contracted Services.
- Coordinates major event rentals.
- Ensure school rentals adhere to EIPS policy.
- Resolve disputes between user groups, schools, and Facility Services.
- Investigate complaints from schools regarding user groups, make recommendations and take action to resolve the issue.
- Investigate reports of damage to schools by user groups and recover costs, where required.

**Budget/Finance Support**
- Action overdue accounts, including phone calls, drafts, edits, and send letters, and recommends action where payment is refused.
- Follow-up on N.S.F. cheques.
- Prepares, collects, and disburses equipment usage fees for participating schools.
- Verifies and records payment of custodial contract costs related to school rentals.

**Administrative Support**
- Maintain the booking software, including fee schedules, holidays, school breaks, maintenance/renovation projects affecting availability, facility information, and customized reports.
- Liaison and troubleshooting with Active Solutions Network and Technology Services.
- Prepare statistics and reports on school usage and make recommendations where required.

**EDUCATION AND EXPERIENCE**
- High School diploma.
- Courses relating to Office Administration, MS Office, Word, and Excel.
- Three to five years of progressively responsible office administration.

**KNOWLEDGE, SKILLS AND ATTITUDES**
- Basic accounting skills.
- Self-managed and able to work and succeed with mínimal supervision.
- Independent worker; able to multitask with frequent interruptions.
- Self-motivated, persistent, and flexible with strong interpersonal and organizational skills.
- Ability to establish effective working relationships with many different people.
- Ability to anticipate situations ahead of time.
- Good oral and written communication skills.
- Enjoy working with the public (Customer Service).