EDUCATION LEVEL

1 year Community College diploma in Office Administration or relevant field of study

JOB DESCRIPTION

Responsible for providing front line customer service and handling inquiries from the campus community as it pertains to emergencies, maintenance, or repair issues to the University’s facilities. Manage the key systems within Facilities and the administration functions that are associated with the processes and policies. Processes, prioritizes, and submits work orders for general maintenance and emergency repair requests. Responsible for data entry and processing of payroll for the department.

QUALIFICATIONS

• 1 year Community College diploma in Office Administration or relevant field of study.
• Requires 3 years of relevant experience.

EMPLOYMENT EQUITY STATEMENT

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

INTERVIEW EXPERIENCE

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

• Provide front line customer service to the campus community via phone, email, and in person as it pertains to facility service issues.
• Process and channel work orders relating to safety compliance, emergency, general repairs, custodial services, grounds, trucking and utilities issues.
• Arrange emergency custodial services and maintenance issues with appropriate management staff. Alert external agencies if necessary.
• Probe for information regarding the nature, extent, and impact of customer requested maintenance requirements.
• Prioritize customer requests based on the urgency of the request and its affect on the campus community, based on direction from a manager.
• Provide prompt feedback to customers regarding emergency protocols.
• Deal with the campus community and potentially with difficult and irate customers.
• Process timesheets for payroll ensuring hours are recorded, authorized, and batched accurately and submissions are completed within the designated timeline.
• Balance payroll information in the payroll and work management systems, ensuring appropriate corrections are made.
• Provide information to University patrons regarding general policies and procedures and planned shutdowns.
• Rectify incorrect work order charges and credit customer accounts as necessary.
• Train new staff and students on customer service procedures.
• Provide clerical support and assistance to management including activities such as minute taking and scheduling meetings in calendars.
• Schedule meetings in calendars.
• Book conference and meeting rooms.
• Write a variety of documents including, but not limited to, correspondence and emails.
• Assemble, copy, collate, and distribute documents and materials.
• Sort and distribute incoming mail and faxes.
• Prepare outgoing mailings.