Operations Assistant - Facility & Emergency Services

Camosun; Victoria; On-site; CAD 43,000 - 46,000; Full time

Job summary

Camosun College is seeking an Operations Clerk in Facilities Services to provide operational, organizational, and administrative support. You will interact with college staff, students, and external agencies, coordinate work orders, travel, and meetings, and assist with confidential information with tact and accuracy.

The role requires Grade 12 plus an Office Administration certificate and several years of similar experience.

Qualifications

• Grade 12 plus an Office Administration certificate and four years experience in a similar sized operations/dispatch office environment or an equivalent combination of education and experience.
• Exceptional operational support/administrative skills including problem-solving and independent decision-making.
• Ability to maintain confidentiality and multi-task to manage changing priorities and a high level of service.

Responsibilities

• Provides front line service by handling calls and inquiries from college personnel and external agencies, coordinating appropriate responses.
• Assists with operational support during emergent situations and liaises with emergency services and contractors.
• Coordinates buildings and grounds projects and maintenance, and supports department website updates.
• Manages the department work order process and assigns tasks.
• Prepares reports, maintains records, and coordinates travel and meetings as needed.

Skills

Excellent interpersonal skills

Excellent communication skills

Confidentiality

Problem-solving

Initiative

Multi-tasking

Team player

MS Office Suite

Education

Grade 12 + Office Administration certificate

Tools

MS Office

Job description

Operations Assistant - Facility & Emergency Services

Job Description

GENERAL STATEMENT

Under the general direction of the Assistant to the Director, but with minimal supervision, the Operations Clerk provides operational, organizational, and administrative support to the Facilities Services department. This position performs a variety of tasks and projects in support of the Director, Associate Director, managers and supervisors in the coordination, scheduling and facilitation of daily operations and ongoing projects. As a front-line contact for college schools, divisions, departments and external agencies, the Operations Clerk works with sensitive and confidential information and issues requiring specialized knowledge, decision making, and tactful handling. Travel to and working at either campus may be required with minimal notice.

Typical Duties

• Provides front line service by initiating and responding to calls or inquiries from departmental and college personnel, students, visitors, contractors, and other external agencies. As the call/inquiry requires, immediately evaluates the situation and coordinates an appropriate response following regulations, policies or procedures or by independent action as required;
• In the event of an emergent situation provides operational support and liaison with departmental and college personnel, and external agencies such as emergency service providers and contractors. Assists with the coordination of the College's Emergency Operations Center when activated;
• Assists department managers and supervisors in the coordination of buildings and grounds maintenance, construction and renovation projects. Assists with the coordination of the development of the departmental website and monitors it for currency;
• Coordinates the departmental work order process by evaluating, prioritizing, and following up Facilities Services work orders in a timely and effective manner. Assigns and distributes Facilities Services Work Orders when required;
• Maintains security of and issues to college personnel and external contractors a variety of materials including parking decals, and keys;
• Establishes and maintains a variety of departmental and College-wide database and record keeping systems for key allocation, parking records, events, projects, and procedures, etc.; may involve sensitive and confidential documents and files;
• Coordinates room booking requests for departmental staff and external service contractors to facilitate building fabric upgrades or projects and arranges for access where necessary;
• Assists with the orientation of new Facilities Services employees;
• Monitors office equipment and arranges for technical support as needed;
• Performs secretarial and clerical duties including data entry, word processing, preparing graphs/presentations; filing, pick-up and delivery of mail and other college materials;
• Gathers and researches information as necessary, produces reports as requested;
• Participates on appropriate College and departmental committees;
• Gathers and records departmental leave/vacation data in the appropriate College software system and provides leave/vacation information to departmental personnel as requested;
• Orders office and custodial supplies independently or as directed;
• Coordinates travel arrangements and arranges meetings including scheduling/contacting participants, booking facilities and services, and preparing required materials;
• Identifies and adapts or develops new procedures to manage change and to increase efficiency within the position;
• Performs other related duties similar in scope and complexity.

Qualifications

Grade 12 plus an Office Administration certificate and four years experience in a similar sized operations/dispatch office environment or an equivalent combination of education and experience. Exceptional operational support/administrative skills including a demonstrated ability to take responsibility, display initiative, problem-solve, and make independent decisions. Ability to maintain confidentiality and multi-task to manage changing priorities and a high level of service. Excellent interpersonal skills to work as a team member and with the public, college staff and students. Excellent communication skills. High level of computer skills (MS Office Suite) in a networked environment with an aptitude for working with unique programs. Proven attention to detail and accuracy.

Capabilities

• Focus on Students and Their Success (Core) We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.
• Cultural Alignment (Core) Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
• Fostering and Nurturing Relationships (Core) Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

Commitment to Equity, Diversity and Inclusion

Camosun College values diversity as a strength and strives to be an equitable and inclusive college community of students and employees.

The College is an Equal Opportunity Employer that adheres to the BC Human Rights Code which protects against discrimination based on Indigenous identity, race, colour, ancestry, place of origin, religion, marital status, family status, physical and mental disability, sex, sexual orientation, gender identity or expression, or age.

The College also recognizes and honors UNDRIP, the TRC Calls to Actions and the BC Declaration on the Rights of Indigenous Peoples’ Act.

Going beyond legislation, Camosun recognizes the historical and persistent inequities that many people of marginalized groups have faced in society and in the workplace. We seek to dismantle these barriers through systemic and institutional changes focused on strengthening inclusive hiring practices, accessibility and organizational culture.

We recognize that moving towards more equitable communities is an ongoing and evolving journey - one which the College is committed to undertaking.

Since Camosun plays an important role in creating change within communities, it is our hope that our employees reflect the diversity of our students and experience an inclusive and supportive work environment.

Please contact Human Resources for more information.

If you require an accommodation during any stage of our recruitment process, please contact [e-mail] to let us know how we can assist you.

Special Instructions to Applicants

Regular employees and term employees, who have successfully completed their probationary period as of the closing date of the posting, as stated in the CUPE Collective Agreement, shall be considered prior to all others.

Salary and Compensation

Salary $31.23- $33.36 per hour

Employment Conditions

Position Type: Term Full Time

Work Schedule: 8:00am to 4:00pm

Hours per Week: 35

Days of the Week: Monday to Friday

Location

Building Facilities Services

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you legally entitled to work in Canada?
  • Yes
  • No
• * What is the nature of your eligibility to work in Canada?
  • Canadian Citizen
  • Permanent Resident
  • Work Permit
• If you have a valid work permit, please indicate its expiry date (mm/dd/yy)
  • (Open Ended Question)

Required Documents

• Cover Letter
• Resume

Optional Documents

• None