Facilities Assistant

Duties:

Act as primary administrative support to the Facilities Services and Campus Development teams. Provide front-line customer service to the VIU community, contractors and members of the public.

• 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 within the university, local businesses and contractors.
• Liaise and coordinate front office requests or inquires in-person, by telephone or e-mail.
• Answer and screen telephone calls for Facilities Services and Campus Development.
• Respond to emergency or critical situations and take appropriate action to defuse or address incident.
• Monitor fire alarm system and ensure response to alarms is as required.
• Create work orders on behalf of employees, students or contractors.
• Process key requests and maintain online system and database.
• Program building schedules and employee cards on access system.
• 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.
• Provide base radio station communication to all facilities staff.
• Coordinate all vehicle fleet bookings, servicing and insurance.
• Process and maintain operational requisitions, purchase orders and invoices.
• Coordinate and liaise with contractors for services required on campus and advise if urgent, contact departments to schedule work, follow-up with work order and costs, request and maintain quotes, follow-up on status of work and invoice submission.

Required Qualifications:

One-year Office Administration certificate, or equivalent, from an appropriately accredited post-secondary institution. Three to 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.