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.


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Job Summary

Reporting to the Manager of Operations and Facility, Smith School of Business - SmithToronto Facility, Queen's University, the incumbent is responsible for the day-to-day support of the SmithToronto Facility. The Smith Toronto Facility is a high profile executive level teaching and event venue that includes a multi-use classroom, videoconference boardrooms, meeting rooms and office space. The incumbent is responsible for reception and ensuring the appearance of the facility is at a high professional standard, in accordance with the Smith School of Business (Smith) brand and image. The incumbent must also assist the Manager of Operations and Facility, working with all users and stakeholders to ensure the facility meets their needs. The users and stakeholders include Smith School of Business program staff and directors, students, faculty, and alumni.

KEY RESPONSIBILITIES:

- Responsible for greeting guests and students coming into the facility, and directing them when necessary.


- Provides assistance to any guests and students who might require assistance throughout their stay.


- Provides AV support when required (this includes starting up the equipment in the classrooms, connecting guests computers to the screens in the meeting rooms, turning on the projector in the VC rooms and connecting guests computers to the projector screens.


- Assisting with connectivity and Wi-Fi issues.


- Provides support for facility users including but not limited to: making coffee, setting up coffee/tea/water station on class days, tidying rooms and common areas, restocking coffee/tea/pop/juice, and filling and emptying the dishwasher.


- Accepts deliveries and passes them along to the intended recipients.


- Answers the phone and forwards calls when necessary.


- Responsible for room bookings for the Smith School of Business Toronto Facility, including the classrooms, videoconference rooms, and meeting rooms.


- Assist in placing orders for beverages, stationary items, etc. in support of SmithToronto.


- Assist with updating content on the Axis TV display and stocking display materials throughout the space.


- Liaise with building security to ensure the doors are unlocked in the morning when the facility opens or locked when the facility closes. If access is required by a guest while on shift, work with security to ensure access is granted.


- At the end of a shift, ensure that the facility is secure, that all students and guests have left the facility, and that all necessary doors are locked.


- Assist in maintaining the security pass card list and in preparing pass cards for students and staff.


- General office and program administrative support, such as, photocopying, printing, proofreading, mailings, assembling welcome packages, ordering signs and names tags for participants.


- Assists with other duties as assigned.


- Assist at class times in the absence of the program managers (PM).


- When assisting specifically with Professional Graduate Programs, greet and provide direction and support to Smith students as per the PM. Ensure the classroom is set up according to the program manager's instructions with respect to handouts, technology, faculty needs, etc.


- Completes "End of Day" report and provides to Program Manager including any issues for follow up.


- Assist with events (handing out name tags, furniture arrangement, clearing or attending to catering needs as directed by the Events Coordinator, in the absence of the Events Coordinator liaising with catering staff to ensure a smooth event or class, monitoring and passing out drink tickets when required) as needed.


- Event planning, logistics and management for programs and departments within Smith

REQUIRED QUALIFICATIONS:

o A minimum one-year college diploma in business administration or equivalent field, with previous experience in a customer service capacity. Proven success in a customer service environment. o Previous experience in an administrative role.


- An equivalent combination of education and experience will be considered.

SPECIAL SKILLS:

- A positive attitude and excellent interpersonal and communication skills (both verbal and written) to deal with a wide variety of individuals and to provide clear and accurate information.


- Respects diversity and promotes inclusion.


- Strong customer service-oriented perspective.


- Able to or ability to learn to:


o Troubleshoot and resolve simple network connectivity issues such as connecting a computer to the Wi-Fi network in the facility.


o Understanding of how to connect a computer to a projector or screen and troubleshoot issues surrounding HDMI, DisplayPort, and their variants.


o Comprehend basic technical issues/problems and collect and relay information between the customer and the technical support team.


- Standard computer and office skills, with a variety of programs such as Microsoft Word, Excel, and PowerPoint, as well as an ability to learn and stay current with new technologies


- Basic writing, editing and proofreading skills with an ability to pay attention to detail and accuracy.


- Proven time management and organizational skills. Ability to maintain focus under pressure and with frequent interruptions.


- Problem-solving skills with an ability to know when to refer problems to others.


- Ability to work autonomously and exercise independent judgment, with minimal direct supervision.


- Ability to work within a team and maintain a collegial working relationship with faculty and


staff.


- Respond to inquiries from students, faculty, staff and the general public.

DECISION MAKING:

- Frequent decisions relating to the most effective and appropriate means of providing administrative support to Faculty, students, staff, and visitors.


- Handle and direct inquiries with appropriate discretion from both internal and external sources.


- Determine priorities within time constraints.


- Determine when to resolve issues and when to direct to more senior staff or other individuals as required.




Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.


The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

Reference

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