ADS Level 6

2 weeks ago

Charlottetown PE CA P University of Prince Edward Island Full time

Supporting the management team in the Department of Facilities Management with the administrative aspects of the day-to-day operation, including calendar management and scheduling within a variety of booking and inventory/supplies systems with various clients and third-party vendors.

If you are a highly organized and detail-oriented administrative professional, we want to hear from you

What we offer:

  • Comprehensive Health and Dental
  • Post Retirement Benefits
  • Tuition Waivers
  • Health and Wellness on Campus available to staff
  • Professional Development Opportunities

RESPONSIBILITIES:

  • Become familiar with procedures on the work order system, the campus room booking system, and the first point of contact for clients through email and phone line. Communication within the department through phone and radios
  • Clerical/Financial support: Obtain pricing from suppliers, generate on-line requisitions, manage supplier files, maintain price lists, prepare invoices for payment, track expenses for specific cost centers, VISA allocations, service calls and payment of services provided
  • Administrative Support: To the Director of Facilities Management and other members of the management team. Maintain online calendars, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying, and prepare documentation when required. Answer the phone. Attend meetings to record minutes. Create and maintain Word, Google Docs and spreadsheets
  • Monitor data tracking within the Facilities Management Department
  • Track inventory, and monitor, track the issuing and functionality of equipment and work supplies in the department. Track inventory supplies electronically on department software. Perform periodic audits of the inventory supplies
  • When required, generate and maintain contracts and supporting documents with third-party companies
  • Coordinate with third-party companies or vendors for service calls and supply orders
  • Assist with parking payments and processing parking permits
  • Assist with leave form management (attendance tracking, emergency leave tracking, and monitoring)
  • Other duties as required

QUALIFICATIONS:

  • Completion of a two years of specialized post-secondary education/training in a related office program. Minimum two years previous experience in related work and/or combination of education and related work experience
  • An equivalent combination of education and relevant experience may be considered
  • Strong computer experience, including Word, Excel, and Google programs
  • Demonstrates attention to detail
  • Demonstrates excellent interpersonal and communication skills.
  • Ability to think creatively
  • Commitment to departmental mission, policies, and procedures
  • Ability to work well under minimal supervision
  • Strong organization skills

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