The Administrative Facilities Coordinator supports space administration and is responsible to manage key control for the Mechanical and Mechatronics Engineering (MME) space portfolio, which includes office, classroom, student space, and lab facilities over eight buildings in conjunction with the Deputy Chair. The Administrative Facilities Coordinator reports to the Administrative Officer and works with the Deputy Chair to maintain departmental safety related information. The position should be familiar with safety policies and standards for all faculty, staff, students, and visitors to MME.
Acts as recording secretary for the departmental Space Committee and Space Planning Committee, including minute-taking and posting of minutes and distributing materials
Reports weekly on space vacancies and work requests and creates ad hoc reports reflecting current status
Assists the Deputy Chair to resolve general space issues
Maintains database for all research lab space and assigned office space
Maintains database for all work requests in the department
Works with the Deputy Chair on space assignments for visitors, post-doctoral fellows, sessional instructors, and grad students and other general use space
Liaises with the MME Graduate Students office to ensure that graduate student registration, extension and graduation date information is up-to-date
Assists with coordination of lock changes and move logistics for re-assignment of rooms
Key Control and Security Management
Acts as department key controller with signing authority, ensuring appropriate authorization in issuing and ordering keys
Reviews requests for various access keys, including building entrance keys to ensure security and appropriate access to research labs to reduce risk and liability
Verifies billing information in conjunction with the Financial Officer or Financial Coordinators
Liaises with Financial Officer to enable computer infrastructure support cost recovery billing
Signs and issues key permits to individuals as authorized
Reconciles reports on lost and expired keys to correspond with Key Control records and performs key audits in conjunction with Plant Operations
Liaises with Plant Operations locksmiths for key receipt pickup and drop off
Works with the Deputy Chair with respect to key assignment and distribution
Maintains records and controls database for all keys and multiple key code locks
Liaises with DOE office to maintain security list for key fobs issued in all buildings and ensure appropriate authorization for access
Advises DOE Office of any extensions of expiry dates and/or required deactivation of FOBS
Liaises with DOE office, IST and students & visitors re: malfunctions of electronic locks/readers
Ensures safe return of expired key fobs to DOE office
Liaises with IT Manager on updating codes for electronic locks
Informs staff of changes to locks and personnel for access to MME controlled space
Develops, documents and maintains key and access control procedures towards developing standard operation procedures
Ensures that building safety practices are followed and follows up on breaches of security
Maintains knowledge of University key policies and procedures
Health & Safety Administration
Acts as recording secretary for the departmental Health & Safety Committee, including minute taking and posting of minutes and distributing materials
Maintains reports of hazardous conditions, near misses, and injuries as per University compliance with health, safety and environment legislation
Forwards queries and requests for information about health and safety and brings priority matters to the attention of the Deputy Chair
Maintains a database of the required safety training with respect to all faculty, staff and research funded positions e.g. Postdoctoral Fellows, Research Associates, visitors to comply with HSE legislation
Liaises with the MME Graduate Studies office to ensure that graduate students are up-to-date in the safety training, including the MME Safety Workshop training module
Maintains and updates the department Health and Safety Website
Administers telephone service requests and updates with IST
Administers all department signage requests for office spaces
Provides support and cross training with administrative assistant to ensure service continuity during absences and peak times
Provides support on purchase and supply ordering during staff absences
Develops and maintains procedures and documentation pertaining to the responsibilities of the position
Attends all training on new systems and procedures, and meetings as required
Develops standardized processes and updates procedure documentation pertinent to the responsibilities of the position as required
Attends all training on new systems and procedures, and meetings as required
Assists with special projects and other duties as assigned by the Administrative Officer or Deputy Chair
Two-year college diploma preferred or equivalent combination of education and experience
Minimum of two years of experience in a customer service or administrative support environment
Attention to detail with the ability to input data accurately and extract data to compile regular reports
Strong time management and organizational skills to deal with frequent interruptions, changing priorities and high volume
An advanced knowledge is required of MS Word, Excel, PowerPoint, and MS Teams. An intermediate knowledge of Adobe Acrobat, SharePoint and MS Outlook. Intermediate knowledge of Power BI preferred
Experience in website updates and development required and HTML proficiency preferred
Strong interpersonal and communication skills with the ability to work effectively with a wide range of constituencies in a diverse community
Demonstrated ability to work independently and use own initiative to manage multiple demands in a high volume and varied environment
Demonstrated problem-solving and evaluation skills to respond to diverse inquiries effectively
Ability to work under pressure and remain calm
Familiarity with Occupational Health Safety Act (OHSA), safety principles and procedures preferred
Experience taking minutes preferred
Unwavering commitment to client-centered service and a positive, dynamic, outgoing approach in interactions with students, faculty, and colleagues is essential
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at email@example.com or 519-888-4567, ext. 45935.