Saint Paul University
223 Main Street
Ottawa, Ontario, Canada
K1S 1C4
Phone: 1-800 637-6859
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Administrative Assistant - Coordinator Campus Services

Download the PDF Summary and Qualifications

Administrative Unit : Campus Services - Service des Immeubles
Supervisor : Campus Services Director / Directeur du Service des immeubles
Hours : 40.00

Functions :

POSITION TITLE:               Administrative Assistant - Coordinator

NUMBER:                               15701-02

SERVICE:                        Campus Services

IMMEDIATE SUPERVISOR: Director, Campus Services

WORK SCHEDULE:           40 hours per week

TERM OF JOB:                     One year – maternity leave replacement

POINT HAY:                    Hay 315 points

Interested candidates should send their resume and cover letter to Human Resources Services


The candidate will plan, coordinate, implement and monitor the administrative and management tasks in connection with Project Management and the Service Delivery of the Campus Services department. He/she will supervise and coordinate daily maintenance and repairs, event set-ups as well as various projects for the department.


  • Manage the office administration for the department, develop and implement organizational  structures (electronic and paper formats) for projects / activities and schedules and work to meet deadlines;
  • Prioritize, schedule, coordinate and respond to daily client requests, repairs, projects and regular maintenance with other departments, for efficiency and deadlines;
  • Respond to urgent situations and repairs at both the main campus and residence, involving the necessary maintenance staff, security and the Director of Campus Services;
  • Prepare invoices and deposits on a weekly basis for the Director’s approval and submit them to the finance department;
  • Regularly source and order parts as requested by the maintenance staff, the residence staff and the Director;
  • Create job descriptions, hire, train, and supervise work study students to assist in the office administration and / or maintenance;
  • Write press releases / briefing notes and letters for the signature of the Director;
  • Prepare templates, presentations, forms, documents and service requests for the approval of the Director;
  • Establish new methods to improve efficiencies and support the changing needs of both the department and the University;
  • Prioritize and develop plans to meet deadlines and notify the appropriate staff or clients;
  • Gather information for reporting, analysis and documentation;
  • Respond to calls and inquiries by telephone, email or in person and direct messages as needed throughout the University;
  • In the absence of the Director, assess the significance of requests and respond appropriately or notify the Vice-Rector, Administration when required;
  • Communicate with service providers, contractors and companies;
  • Assist the Director in the collection of data and quotes for special projects;
  • Establish and maintain an efficient filing system for correspondence, documents, various research papers and cases handled by the Department and ensure confidentiality;
  • Transmit and discuss important information with the maintenance staff that is emailed to staff, such as all-staff events, meetings and staff changes.
  • Perform other related duties as assigned by the Director;
  • Prepare and / or assist in the preparation of statistical and other reports in the areas of maintenance, and property management services to internal clients;
  • Maintain updated lists of regular suppliers and be aware of contract renewal dates;
  • Prepare and send tender documents for services on behalf of the University in regard to the management of buildings;

Experience :


  • Post-secondary diploma in project management, office administration, or a minimum of three years of experience in project management and / or administration;
  • Experience and training in customer service;
  • Experience in interpreting, applying and explaining rules and procedures;
  • Excellent computer skills - Windows, Excel, Word, databases, various other programs;
  • Proficient with email and the Internet.


  • Excellent communication and interpersonal skills;
  • Ability to calmly respond to multiple inquiries and resolve multiple situations at any given time mitigating the impact on the critical functions of the University while maintaining a high level of customer service;
  • Ability to respond to and, at times, resolve client complaints effectively;
  • Ability to calmly and effectively work in stressful situations;
  • Ability to write efficient administrative procedures;
  • Planning, organization, coordination, follow-up and evaluation skills;
  • Bilingual (oral and written);
  • Ability to handle confidential information with discretion;
  • Great autonomy and sense of responsibility;
  • Ability to lead, guide and influence others.