Administrative Assistant – Buildings & Grounds
Bishop's University
Sherbrooke, QC
Posting 19-28 (Regular part-time position)

In the following text, the masculine form applies to women as well as to men. The following statements are intended to describe the general nature and level of work performed. They are not representing an exhaustive list of all responsibilities, duties and skills required.

Bishop’s University is seeking an Administrative Assistant to fill a Regular Part-time position in the Buildings & Grounds department. Reporting to the Buildings & Grounds Foreman, the incumbent will provide administrative and clerical support including administrative tasks such as receiving, evaluating and processing work requests, distributing work orders accordingly, invoicing departments, purchasing furniture and B & G supplies furniture as well as keeping track of the B&G departmental budget. The incumbent coordinates the priorities of services in order to ensure adequate levels of service to all clients. This position has a work week of 0 to 32.5 hours from Monday to Friday.

Nature of Duties & Responsibilities
Prepare, translate and update documents such as correspondence, reports, requisitions and procedures.
Establish the priorities of the different tasks at hand. Welcome, inform and direct inquiries from visitors.
Build and keep up to date the document records system; maintain the list and index of all documentations. Update the records calendar. Find and track documents when requested
Receive and analyze requests for repairs, projects, maintenance, renovations, new furnishings, moves and setups from the University community. Prepare the necessary work orders to complete these requests efficiently and in due time and follow up to make sure that they are completed.
Process and code all received invoices. Monitor B&G departmental expenses against budget on a monthly basis and inform the supervisors accordingly.
Administer the work order system
Coordinate card and key requests for the campus staff, faculty and students.
Prepare payroll wage sheets for the employees, maintain and update employee data such as sick days, vacations, overtime according to the Collective Agreement for the Staff. Administer the clothing allowance policy for all the B&G Department staff.
Other tasks as assigned.
Qualifications & Requirements
College Diploma (D.E.C) in Office administration;
3 to 5 years relevant experience;
Ability to work under deadlines and set priorities;
Advanced computers skills of Microsoft Office, including Excel, Word, Power point;
Autonomy – ability to work with minimal supervision and initiative;
Excellent interpersonal and communications skills – ability to communicate effectively and courteously with clients, staff, members of the community;
Exceptional organizational skills.
Excellent verbal and written communication skills in both English and French.
Classification: Class 9 $21.59 to $28.16 per hour (APBU – unionized position)

If interested, please submit your curriculum vitae and cover letter, including what position you are applying for by July 21st, 2019 before 4:00 pm to careers@ubishops.ca

Per the Collective Agreement, priority will be given to qualified internal applicants. Please note that only candidates selected for an interview will be contacted and testing may be required. Thank you for your interest. We implement an equal access employment / program under the Act respecting equal access to employment in public bodies for women, visible minorities, ethnic minority, Aboriginal and disabled people (including the possibility of accommodation during the selection and pre-selection of candidates).