| Job Details |
Job order - J1121-0475 - Permanent (Continuing)
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| Title |
Facilities Assistant |
| Category |
Facilities and Physical Plant |
| City |
Kingston, Ontario, Canada |
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| Job Description |
Facilities Assistant
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more. We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society. Come work with us!
Job Summary
This positions reports to the Manager of Facilities, Smith School of Business – Goodes Hall. The main purpose of the role is to facilitate the coordination of events within Goodes Hall, which includes managing the room reservation system and ensuring the Building Usage Policy has been followed. The position is responsible to ensure the appearance and operations of the facility are at a high professional standard in keeping with the Smith brand and image. The role is directly tasked with front reception customer service, coordination of class and meeting rooms, monitoring for preventative maintenance, and coordinating maintenance and services. This position will act as the primary source of information for visitors, telephone and email inquires. The incumbent will also coordinate student staff and provide general secretarial/ clerical support as required.
Job Description
KEY RESPONSIBILITIES:
• Responsible for the facilitating event coordination that occurs within Smith School of Business. This includes managing a complex room reservation system, responding to, and coordinating a large volume of requests. Addresses conflicts and works closely with all groups to resolve issues concerning event/room bookings. Works closely with conference services to ensure events run smoothly and have followed the proper policies. May approve internal standardized requests (i.e.: student groups, Smith Department events, etc.) and refers unique event requests to the Manager of Facilities for approval.
• Creates swipe cards / Fobs and maintains the electronic access system.
• Provides front reception, administrative and facility services in a responsive, professional manner which includes directing and giving information to visitors and students, and being the contact person for deliveries, answer the telephone for the main Smith School of Business phone line. Respond to general inquires regarding Smith School of Business programs and departments as appropriate. Monitor the central Smith School of Business email accounts and respond as appropriate.
• Coordinate Student Staff required for classroom setup and daily meeting room monitoring.
• Ensures the facility is attractive, clean, in proper working order and ready for use at all times, including ordering of supplies, classroom set up and preventative maintenance checks. Responsible for the day-to-day orderliness for Smith School of Business, Goodes Hall by monitoring classrooms, atrium, break out rooms etc. and addressing any areas of concern. Ensuring classrooms, breakout rooms and meeting rooms have the proper number of chairs prior to classes starting.
• Provides administrative and coordination support to programs, booking special events, accommodating special requests, maintaining and booking equipment necessary for program execution, general administrative duties.
• Participates as a member of Smith Space/Building Usage Committees. Responsible for coordinating monthly facilities meetings Smith/Building Usage Committee. Provides administrative support by collecting agenda items, meeting minutes, etc.
• Handle issues and concerns in a professional manner
REQUIRED QUALIFICATIONS:
• Minimum 2 year post-secondary education preferably in business or facility administration,
• Related work experience of 2 or more years in an comparable capacity
• Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
• Exceptional customer service approach
• Ability to maintain a service-oriented perspective while dealing with constant interruptions, both by phone and in person.
• Strong Interpersonal and communication skills (both verbal and written) to deal with a wide variety of individuals and to provide clear and accurate information.
• Decision making skills and ability to motivate and create a positive work environment
• Organizational and time-management skills. Ability to focus in spite of many different duties and frequent interruptions.
• Strong organizational skills; ability to coordinate the effective and efficient operation of meeting rooms and classroom facilities.
• Consistent high level of accuracy and attention to detail
• Knowledge of Smith School of Business programs and facilities operations
• Competence in the use of information technology with the ability to quickly learn and understand new technology.
DECISION MAKING:
• Responds to general inquires, and provides reasonable answers, or means to find a reasonable answer if necessary. Redirects to more senior staff or other individuals as required.
• Within established guidelines, determine the appropriate response to requests for booking events to be held in Goodes Hall.
• Recommendations on facility space booking conflicts
• Recommendations related to the safety of equipment and facilities
• Recommend decisions to postpone, cancel or reschedule events due to unusual circumstances
• Determines priorities and makes decisions about student staff utilization and the assignment of work to achieve optimum efficiencies and productivity to achieve desired client outcomes.
• Use sound judgment to resolve issues and know when to refer problems to others
Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents. The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.
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| Skills |
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| Reference |
234227 |
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Click here to apply
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