Division
VP Administration and Finance
Department
Facilities Management and Development
Campus
Nanaimo campus *Successful candidates must be able to attend in person on campus as required.
Location
Nanaimo, British Columbia
Appointment Type
regular full-time
Workload
Onsite work. Monday - Friday 40 hours per week.
Pay Level
CUPE 8: $31.48 per hour
Start:
As soon as possible.
Applicant Documents
CV/Resume, Cover Letter, Name and contact information of recent supervisors willing to provide a reference
Duties:
The Facilities Assistant role is a front-line position within the Facilities Services department, acting as the main/first point of contact for a broad range of individuals, both internal and external, responding to inquiries and providing guidance and direction to contractors and the campus community.
- Coordinate and direct contractors, assist VIU community and general public with requests.
- Compose correspondence and reports for both general and non-routine inquiries.
- Coordinate office communications (various notices of work) and departmental communications within the university.
- Liaise and coordinate front office requests or inquires in-person and by telephone.
- Responds to and maintains Facilities Services generic email account.
- Answer and screen telephone calls for Facilities Services.
- Respond to emergency or critical situations and takes appropriate action to defuse or address incident.
- Monitor fire alarm system panel regarding fire alarms, troubles in the system and gas alarms and dispatch appropriate parties as required.
- Ensure life safety systems for buildings are put on test.
- Create, delegate and distribute service requests to Facilities Services employees and contractors.
- Processes key requests and maintain online key system and database.
- Manages building access, employee and student card access/scheduling and troubleshoot problems.
- Programs holiday schedules and snow closure shutdowns for Nanaimo and regional campus.
- Runs access and time sensitive building access reports.
- Adds/removes operators to Federated Identity Management System (FIM), train new users and create/manage/maintain access levels (students) so that operators can program student cards.
- Create, enter data into and maintain numerous databases such as the work order system, keying system, inventory system, access card system and parking permit system.
- Plays a critical role in activating the internal response to emergency situations and actively communicates with various stakeholders to ensure that the Emergency Response Team is dispatched in a timely manner.
- Provides base radio station communication to all Facilities Services staff, when required.
- Coordinates all vehicle fleet bookings, servicing, insurance and drivers permits.
- Registers license plates in the License Plate Recognition system for contractor/other parking required.
- Undertakes financial duties such as processing purchase requisitions, processes invoices and quarterly billing.
- Provides administrative support to Facilities Services Directors/managers.
- Arrange elevator servicing when required.
- Maintain filing system (security logs, incident reports, elevator servicing, permits/certificates.
- Coordinates and liaises with contractors for services required on campus.
Required Qualifications:
One-year Office Administration certificate, or equivalent, from an appropriately accredited post-secondary institution. Five years' related experience in office administration or asset management. An equivalent combination of education and experience may be considered.
- Proven superior organizational, interpersonal, and communications skills (written and verbal).
- Exceptional team work abilities.
- Ability to exercise sound judgment and decision making skills in emergent situations.
- Emergency dispatching experience.
- Demonstrated knowledge of facilities operations and maintenance.
- Ability to multi task and perform during high stress situations.
- Intermediate level experience with Microsoft Office.
- Experience with work order or service ticket systems.
- Demonstrated skills in developing and maintaining systems and procedures, accurately, and effectively.
Preferred Qualifications:
- Valid class 5 BC Driver's License and have a satisfactory driving record.
- Working knowledge of VIU emergency policies, procedures and protocols.
- More than five years experience in asset management office administration.
VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.
Note:
- Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
- All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
- Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.
