Saint Paul University
223 Main Street
Ottawa, Ontario, Canada
K1S 1C4
Phone: 1-800 637-6859
Email: info@ustpaul.ca
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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    RH-HR@ustpaul.ca.

 SUMMARY

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.

DETAILS OF FUNCTIONS

  • 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 :

EDUCATION AND 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.

ESSENTIAL QUALIFICATIONS

  • 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.