Administrative Assistant, Facilities Management (Part-Time) (brocku)

Please note: This is a part-time position, 20 hours per week.  

About the Role:

Reporting to the Director, Capital and Financial Management, this multi-incumbent role shares responsibilities within the Facilities Management department, with distinct primary accountabilities. One incumbent serves as the primary point of contact for all work order requests and maintenance services, addressing a range of needs from routine maintenance and minor alterations to emergency repairs for the University Campus. The second incumbent focuses on processing time records, generating reports on timekeeping, and providing essential administrative support. Both incumbents perform each duty as primary or secondary responsibilities.   

The Administrative Assistant will:  

• Respond to inquiries from faculty, staff, students, visitors, or contractors via email, phone, or in person walk-ins, acting as the central point of contact for Facilities Management work order requests and services;  

• Coordinate and re-route all customer service requests or complaints to the appropriate department within Facilities Management;  

• Act as the first point of contact for work requests, redirecting inquiries as necessary;  

• Receive and complete work order request forms for routine and preventative maintenance requests, minor alterations, and emergency repairs;  

• Gather information and details about work order and applicable protocol to be followed, screen and assess the nature of inquiries, send through work order for manager approval, and inform the appropriate department within Facilities Management; 

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• Maintain ongoing on-call rotation schedule for all trades;   

• Ensure all trades’ and custodial timekeeping is documented correctly against assigned work orders and correlates with the payroll system (WorkDay) for accurate payroll processing;  

• Audit and reconcile each tradesperson’s time using the payroll system and the timekeeping system on a daily basis;   

• Assist Customer Service and Custodial Administrative Assistant as primary back up support for absences or high volume;  

• Provide administrative support to Maintenance and Utilities Services supervisors and trades staff, as needed;  

• Receive inquiries from the campus community via telephone, online work request submission system, email, or walk-in visitors and assess the nature to triage, prioritize and direct; 

• Notify and inform the University community and the general public of planned or unplanned temporary building and infrastructure service disruptions, in accordance with the Brock Facilities Management Operations Procedures 

• Maintain work order documentation. 

Key Skills and Experiences:  

• Post-secondary courses including computer applications, office administration or related courses, or the equivalent combination of education and experience;  

• Related work experience in an administrative capacity with strong emphasis on customer service;  

• Sound knowledge of University buildings, equipment, systems, and campus layout; 

• Knowledge of Brock University policies and procedures, including Occupational Health & Safety Act and WHIMIS; 

• Solid understanding of the Facility Management Operating Procedures and Permit Protocols, including After Hours Call-in Procedures, Notice of Temporary Disruptions, Accessibility Audit Implementation, Health & Safety procedures, Maintenance & Utilities procedures (i.e. Utility Locates, Electrical Power Outage), Custodial & Grounds Services procedures, and Campus Planning, Design, & Construction protocols;  

• Proficient in using timekeeping systems, including reporting/reconciling functionality; 

• Familiar with Accessibility for Ontarians with Disability Act (AODA); 

• Solid computer competency skills including MS Office Outlook, Word, Excel, web applications, and working knowledge of Brock Systems such as Workday; 

• Promotes and embodies inclusivity and respect within the workplace and the broader community; 

• Excellent customer service and interpersonal skills;  

• Good oral and written communication skills;  

• Ability to exercise sound judgment with tack and diplomacy; 

• Proven ability to deal with high stress, emergency situations and respond to conditions in a prompt manner;   

• Excellent time management skills, with a proven ability to multi-task and prioritize in a fast paced, changing environment under minimal supervision; 

• Demonstrated ability to work independently and take initiative;  

Preferred or Asset Skills:   

• Experience in a property, facility management setting or in a skilled trade work environment.  

Salary and Total Rewards:  

• Job Grade (H), Salary Scale (43,076-$59,756)*; Pro-rated to reflect part-time hours.  

• This position includes full comprehensive benefits including tuition waiver.  

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and: 

-Salary is therefore determined by the OSSTF Collective agreement. * 

-New members shall be placed on the salary grid at the entry level. * 

-It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants. 

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca  if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.