ADS Level 6 - Administrative Assistant - Department of Facilities Management
Top Benefits
About the role
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
About University of Prince Edward Island
Established in 1969, the University of Prince Edward Island (UPEI) is a comprehensive public liberal arts university in Charlottetown, Prince Edward Island, Canada, with roots in its founding institutions, Prince of Wales College (est. 1834) Saint Dunstan's University (est. 1855).
The only university in the province, UPEI offers a wide range of programs and degrees within the faculties of Arts; Business; Education; Graduate Studies; Indigenous Knowledge, Education, Research, and Applied Studies; Nursing; Science; Sustainable Design Engineering; and Veterinary Medicine. Home to Canada Research Chairs, a UNESCO Chair in Island Studies and Sustainability, endowed and sponsored research chairs, and 3M National Teaching Fellows, UPEI comprises a community of talented and dedicated faculty and staff who provide exceptional learning experiences to Canadian and international students under their tutelage.
In addition to its main campus in Charlottetown, UPEI has established the Canadian Centre for Climate Change and Adaptation in St. Peter's Bay, PEI. The University also has an international campus in Cairo, Egypt, offering degrees in business administration, mathematical and computational sciences, and sustainable design engineering. It also has postsecondary exchange programs with universities in numerous countries. As well, post-secondary students in Asia, Africa, and Europe can earn certain UPEI degrees, based on the University's curriculum and rigorous educational standards, while living in their home countries.
With millions of dollars in scholarships, international exchange and experiential learning opportunities, expanding professional and graduate programs, and outstanding student-faculty interaction, UPEI offers students an educational experience designed to help them reach their potential as future leaders.
The interim President and Vice-Chancellor is Dr. Greg Keefe. The Chancellor is the Honourable Catherine Callbeck.
ADS Level 6 - Administrative Assistant - Department of Facilities Management
Top Benefits
About the role
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
About University of Prince Edward Island
Established in 1969, the University of Prince Edward Island (UPEI) is a comprehensive public liberal arts university in Charlottetown, Prince Edward Island, Canada, with roots in its founding institutions, Prince of Wales College (est. 1834) Saint Dunstan's University (est. 1855).
The only university in the province, UPEI offers a wide range of programs and degrees within the faculties of Arts; Business; Education; Graduate Studies; Indigenous Knowledge, Education, Research, and Applied Studies; Nursing; Science; Sustainable Design Engineering; and Veterinary Medicine. Home to Canada Research Chairs, a UNESCO Chair in Island Studies and Sustainability, endowed and sponsored research chairs, and 3M National Teaching Fellows, UPEI comprises a community of talented and dedicated faculty and staff who provide exceptional learning experiences to Canadian and international students under their tutelage.
In addition to its main campus in Charlottetown, UPEI has established the Canadian Centre for Climate Change and Adaptation in St. Peter's Bay, PEI. The University also has an international campus in Cairo, Egypt, offering degrees in business administration, mathematical and computational sciences, and sustainable design engineering. It also has postsecondary exchange programs with universities in numerous countries. As well, post-secondary students in Asia, Africa, and Europe can earn certain UPEI degrees, based on the University's curriculum and rigorous educational standards, while living in their home countries.
With millions of dollars in scholarships, international exchange and experiential learning opportunities, expanding professional and graduate programs, and outstanding student-faculty interaction, UPEI offers students an educational experience designed to help them reach their potential as future leaders.
The interim President and Vice-Chancellor is Dr. Greg Keefe. The Chancellor is the Honourable Catherine Callbeck.