ADS Level 6 - Administrative Assistant - Department of Facilities Management
About the role
Facilities Management is seeking a highly organized and detail oriented Administrative Support professional to provide essential support in the daily operations of the department. This role is responsible for coordinating work orders, assisting with the campus room booking system, and maintaining inventory systems. The position also includes clerical support for the procurement of goods and services and involves regular interaction with a wide range of clients, vendors, and third party service providers both on and off campus. The role reports directly to the Facilities Management leadership team.
RESPONSIBILITIES:
- Serve as the first point of contact for clients via email and phone, and support internal communication across the department through phone and radio systems
- Become proficient in the work order platform and the campus room booking system
- Obtain pricing from suppliers, prepare online requisitions, maintain supplier files and price lists, and process invoices for payment
- Track expenses for designated cost centers, manage via allocations, coordinate service calls, and process payments for services provided
- Maintain and update online calendars, schedule meetings, and record meeting minutes
- Coordinate travel arrangements, accommodations, and related claims submissions
- Monitor and maintain inventory of supplies and equipment, ensuring accurate and up to date records
- Organize and maintain departmental records, forms, and files
- Conduct periodic inventory audits to verify accuracy and stock levels
- Liaise with third party companies and vendors to coordinate service calls and supply orders
- Support the processing of parking payments and parking permits
- Perform other related duties as required to support departmental operations
QUALIFICATIONS:
- Completion of a post-secondary program in a related office program with related office experience
- Minimum three years of previous experience in related work. 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
Not the right fit? Search for ADS Level 6 jobs in Charlottetown, PE
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.
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ADS Level 6 - Administrative Assistant - Department of Facilities Management
About the role
Facilities Management is seeking a highly organized and detail oriented Administrative Support professional to provide essential support in the daily operations of the department. This role is responsible for coordinating work orders, assisting with the campus room booking system, and maintaining inventory systems. The position also includes clerical support for the procurement of goods and services and involves regular interaction with a wide range of clients, vendors, and third party service providers both on and off campus. The role reports directly to the Facilities Management leadership team.
RESPONSIBILITIES:
- Serve as the first point of contact for clients via email and phone, and support internal communication across the department through phone and radio systems
- Become proficient in the work order platform and the campus room booking system
- Obtain pricing from suppliers, prepare online requisitions, maintain supplier files and price lists, and process invoices for payment
- Track expenses for designated cost centers, manage via allocations, coordinate service calls, and process payments for services provided
- Maintain and update online calendars, schedule meetings, and record meeting minutes
- Coordinate travel arrangements, accommodations, and related claims submissions
- Monitor and maintain inventory of supplies and equipment, ensuring accurate and up to date records
- Organize and maintain departmental records, forms, and files
- Conduct periodic inventory audits to verify accuracy and stock levels
- Liaise with third party companies and vendors to coordinate service calls and supply orders
- Support the processing of parking payments and parking permits
- Perform other related duties as required to support departmental operations
QUALIFICATIONS:
- Completion of a post-secondary program in a related office program with related office experience
- Minimum three years of previous experience in related work. 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
Not the right fit? Search for ADS Level 6 jobs in Charlottetown, PE
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.