Administrative Assistant E, Facilities

Job Title

Administrative Assistant E, Facilities

Job Description

Temporary Full-Time Position

(ASAP until December 22, 2026)

8:30am to 4:30pm / Monday to Friday

Pay Grade E ($29.16 to $31.21 per hour)

ABOUTEMILYCARRUNIVERSITY OF ART + DESIGN

Situated on unceded, traditional and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world's top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks and drive innovation.

Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada's cultural and creative sectors and shaping the future of art, media, design and research.

As we mark our centennial in 2025, ECU continues to ask what art and design can make possible.100 years in the making, we are shaping what comes next.

ABOUTTHEROLE

The Administrative Assistant is responsible for a variety of complex administrative and clerical tasks to support the smooth and efficient operation of Facilities projects.

TYPICALDUTIES

• Responds to walk-in, phone, and email inquiries and requests related to card access, security, projects, maintenance issues, contractors, janitorial issues, art installations, and other miscellaneous requests. Responds to room booking inquiries in a backup capacity. Refers requests as appropriate.
• Provides clerical support to the General Manager, P3 Facility Operations in the form of room bookings, requisitions, photocopying, faxing, emailing, scheduling meetings, compiling statistical information, creating/updating forms, and composing written correspondence.
• In the absence of the Administrative Assistant, Scheduling, processes all internal room booking requests. Handles complaints and conflicts. Creates daily and weekly room booking forms for security, audio-visual services, and reception.
• Process all external room booking requests. Responds to inquiries, processes applications and invoices. In collaboration with the Events Lead, ensures WCB and insurance coverages are in place, coordinates extra security, janitorial staff, additional furniture, and coordinates with other departments as necessary.
• Updates all faculty, staff, and student cards on a regular basis and as required by exceptional needs. Maintains card reader database system.
• Maintains key allocation database, and processes key requests. Initiates replacement process for lost keys, and maintains keyholder contract database, updating keys issued, replaced and lost.
• Issues parking tags and decals, organizes parking contracts, maintains lot user database, and orders seasonal parking decals and tags. Ensures users abide by lot regulations, and communicates pertinent information.
• Processes locker requests and contracts, organizes and maintains locker database, and communicates relevant clean out dates and procedures. At the start and end of semesters, takes inventory of available lockers, matches purchase records to occupied lockers, and removes locks on unpurchased lockers. Organizes clean out and recycling of unclaimed locker contents.
• Receives and processes Requests for Service pertaining to maintenance, repair, and operational problems.
• Processes furniture requests for administration and curriculum. Assesses need, checks budget, researches costs and availability, fills out requisition, and ensures item is delivered.
• Maintains and updates University furniture inventory database. Enters data, creates incoming and de-assessment forms, and responds to inquiries.
• Works with on-site contractors on a regular basis, including security and janitorial staff. Responds to contractor inquiries, handles requests and complaints, ensures WCB and insurance coverage is in place, and provides sign in, keys, parking permits, and access. Researches and coordinates with other contractors, and communicates with other groups/areas regarding contractors. Coordinates with contractors and FM Service Provider, and communicates information to other groups/areas.
• Responds to vending machine inquiries and complaints, and issues refunds. Maintains float as necessary.
• Provides back up coverage for other Administrative Assistants in Facilities during busy periods or staff shortages.
• Performs other related duties as required.

Required Qualifications

AS THESUCCESSFULAPPLICANT, YOUSHOULDPOSSESS

• Grade 12 completion plus specialized training of up to and including one year.
• Minimum of three years' office experience, preferably in a facilities or construction operation.
• Or an equivalent combination of education and experience.
• Excellent organizational, communication, and interpersonal skills.
• Strong computer skills (i.e. Microsoft Office, Excel, and email).
• Excellent knowledge of relational databases, design software, and Student Information Systems (i.e. Colleague).
• Ability to create and maintain positive and effective working relationships with staff, faculty, and students.
• Demonstrated skills in community relations responding to a high volume of inquiries with frequent interruptions.
• Knowledge of OH+S and WHMIS codes, regulations, and bylaws.
• Ability to reprioritize and exercise initiative during fluctuating workloads.
• Ability to multi-task and work with minimal supervision.

Preferred Qualifications

Additional Information

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

Posting Detail Information

Posting Number

SA

Open Date

10/14/2025

Close Date

10/27/2025

Open Until Filled

No

Special Instructions to Applicants

Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willingness to engage in activities that advance institutional diversity and equity.