Facilities Assistant

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Job Summary
Reporting to the Manager of Operations and Facility, Smith School of Business - SmithToronto Facility, Queen’s University, the incumbent is responsible for the day-to-day support of the SmithToronto Facility. The Smith Toronto Facility is a high profile executive level teaching and event venue that includes a multi-use classroom, videoconference boardrooms, meeting rooms and office space. The incumbent is responsible for reception and ensuring the appearance of the facility is at a high professional standard, in accordance with the Smith School of Business
(Smith) brand and image. The incumbent must also assist the Manager of Operations and Facility, working with all users and stakeholders to ensure the facility meets their needs. The users and stakeholders include Smith School of Business program staff and directors, students, faculty, and alumni.

This position will require flexible hours of work including a rotation of evenings and weekends.
**Job Description**:
**KEY RESPONSIBILITIES**:
Facilities
- Responsible for greeting guests and students coming into the facility, and directing them when necessary.
- Provides assistance to any guests and students who might require assistance throughout their stay.
- Provides AV support when required (this includes starting up the equipment in the classrooms, connecting guests computers to the screens in the meeting rooms, turning on the projector in the VC rooms and connecting guests computers to the projector screens.
- Assisting with connectivity and Wi-Fi issues.
- Provides support for facility users including but not limited to: making coffee, setting up coffee/tea/water station on class days, tidying rooms and common areas, restocking coffee/tea/pop/juice, and filling and emptying the dishwasher.
- Accepts deliveries and passes them along to the intended recipients.
- Answers the phone and forwards calls when necessary.
- Responsible for room bookings for the Smith School of Business Toronto Facility, including the classrooms, videoconference rooms, and meeting rooms.
- Assist in placing orders for beverages, stationary items, etc. in support of SmithToronto.
- Assist with updating content on the Axis TV display and stocking display materials throughout the space.
- Liaise with building security to ensure the doors are unlocked in the morning when the facility opens or locked when the facility closes. If access is required by a guest while on shift, work with security to ensure access is granted.
- At the end of a shift, ensure that the facility is secure, that all students and guests have left the facility, and that all necessary doors are locked.
- Assist in maintaining the security pass card list and in preparing pass cards for students and staff.
- General office and program administrative support, such as, photocopying, printing, proofreading, mailings, assembling welcome packages, ordering signs and names tags for participants.
- Assists with other duties as assigned.

Events/Program Support
- Assist at class times in the absence of the program managers (PM).
- When assisting specifically with Professional Graduate Programs, greet and provide direction and support to Smith students as per the PM. Ensure the classroom is set up according to the program manager’s instructions with respect to handouts, technology, faculty needs, etc.
- Completes “End of Day” report and provides to Program Manager including any issues for

follow up.
- Assist with events (handing out name tags, furniture arrangement, clearing or attending to catering needs as directed by the Events Coordinator, in the absence of the Events Coordinator liaising with catering staff to ensure a smooth event or class, monitoring and passing out drink tickets when required) as needed.
- Event planning, logistics and management for programs and departments within Smith

**REQUIRED QUALIFICATIONS**:

- A minimum one-year college diploma in business administration or equivalent field, with previous experience in a customer service capacity. Proven success in a customer service environment.
- Previous experience in an administrative role.
- An equivalent combination of education and experience will be considered.

**SPECIAL SKILLS**:

- A positive attitude and excellent interpersonal and communication skills (both verbal and written) to deal with a wide variety of individuals and to provide clear and accurate information.
- Respects diversity and promotes inclusion.
- Strong customer service-oriented perspective.
- Able to or ability to learn to:

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