Facilities Services Assistant (FT Leave Replacement)

at  College of New Caledonia

EXISTING CNC CUPE Employees:
For all Administrative postings please disregard the following statement. For CUPE postings please refer to Article 9.01 (d) of the CUPE Collective Agreement to ensure you have met the eligibility requirements to apply to CUPE competitions.

Employment Status Full Time Employment Type Leave Replacement Job Summary Specific Duties

• The Facilities services assistant plays a key role in effectively supporting the business functions of the Facilities Services Department
• The position supports and reinforces the college’s values and vision by consistently demonstrating a caring, courteous and customer service-oriented attitude and approach in all interactions with students, the public and other employees while performing the duties of the position
• Develop systems and provide general office support for Facilities Services as required
• Gather information, make travel arrangements, book meetings and appointments, assist with schedules, process various paperwork, enter data, organize and track filing, mail, emails, photocopying and faxes, etc.
• Answer incoming telephone calls to Facilities Services, provide general information, transfer calls to the appropriate offices and individuals
• Receive and respond to service requests and enquiries via monitoring email, telephone, radio call, and the service counter, communicate and prepare work orders with the appropriate referrals
• Process and track requests for keys, building access cards/fobs, fleet vehicles, fuel cards, and other similar resources
• Assist Facilities Services Department employees with preparing, processing, and tracking time and leave sheets etc.
• Track and process external service provider price quotes, invoices, procurement cards, expense records, travel and other similar expense records, invoices and receipts
• Assist with and participate in emergency response protocols
• Attend meetings as required and record/prepare meeting notes and briefs
• Transcribe, draft, prepare and format correspondence and reports
• Assist with monitoring and ordering supplies, services etc.
• Prioritize assignments and opportunities effectively, in a complex and fast-paced environment
• Maintain a “service excellence” environment in cooperation with others
• Perform some duties of the Facilities Services Administrative Assistant occasionally and when that person is absent
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities
• You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues
• Other related duties as required

Skills & Qualifications

• Minimum post-secondary certificate in office administration, an equivalent combination of education, training and experience may be considered.
• One year of reception, or related experience in an institutional environment.
• Excellent interpersonal and communication skills
• Proficiency in the English language, including the use of correct grammar in spoken and written language
• Strong customer service orientation
• Proficient in appropriate technological resources including but not limited to the following areas:
• Word processing
• Spreadsheet construction and application
• Database application
• E-mail, Internet and Web based research
• Experience with other facilities related specific software is an asset and is preferred
• Ability to complete multiple tasks efficiently in a fast pace working environment with frequent interruptions
• Ability to work consistently and accurately with attention to detail
• Ability to work effectively and cooperatively with a diverse group of individuals and organizations
• Minimum typing speed of 40 words per minute
• Experience in facilities services environment is an asset and is preferred
• Ability to maintain confidentiality
• Ability to be well organized and maintain a tidy work environment

Band E Grade NA Salary $55,742.00 Annual Location Prince George CNC Campus Prince George Province BC Country Canada Department Facilities Services
Posting Detail Information

• The Facilities services assistant plays a key role in effectively supporting the business functions of the Facilities Services Department
• The position supports and reinforces the college’s values and vision by consistently demonstrating a caring, courteous and customer service-oriented attitude and approach in all interactions with students, the public and other employees while performing the duties of the position
• Develop systems and provide general office support for Facilities Services as required
• Gather information, make travel arrangements, book meetings and appointments, assist with schedules, process various paperwork, enter data, organize and track filing, mail, emails, photocopying and faxes, etc.
• Answer incoming telephone calls to Facilities Services, provide general information, transfer calls to the appropriate offices and individuals
• Receive and respond to service requests and enquiries via monitoring email, telephone, radio call, and the service counter, communicate and prepare work orders with the appropriate referrals
• Process and track requests for keys, building access cards/fobs, fleet vehicles, fuel cards, and other similar resources
• Assist Facilities Services Department employees with preparing, processing, and tracking time and leave sheets etc.
• Track and process external service provider price quotes, invoices, procurement cards, expense records, travel and other similar expense records, invoices and receipts
• Assist with and participate in emergency response protocols
• Attend meetings as required and record/prepare meeting notes and briefs
• Transcribe, draft, prepare and format correspondence and reports
• Assist with monitoring and ordering supplies, services etc.
• Prioritize assignments and opportunities effectively, in a complex and fast-paced environment
• Maintain a “service excellence” environment in cooperation with others
• Perform some duties of the Facilities Services Administrative Assistant occasionally and when that person is absent
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities
• You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues
• Other related duties as require