Job Description

The University of Winnipeg Facilities Department is responsible for managing all campus physical infrastructure, the efficient operation of real estate assets, and managing all large-scale projects.

The Office Assistant is a full-time continuing position that acts as the first point of contact for the Facilities department. The successful candidate will provide exemplary customer service, respond to general questions and refers inquiries, provide day-to-day operational support, and assist with administrative tasks.

Responsibilities:

• Manages the front desk; receives visitors to the building and directs them to the appropriate person/room.
• Receives and responds to general inquiries and requests for information; refers complex inquiries and those requiring policy interpretation to other personnel.
• Responsible for Facilities\xe2\x80\x99 main telephone switchboard and directing calls accordingly.
• Processes mail including, picking up, opening, date stamping, sorting and distributing, registering parcels and letters, etc.
• Schedules meetings including tracking regrets and advising the person holding the meeting, organizes documents, arranges refreshments, and books meeting rooms.
• Provides routine clerical duties; compiles information; reviews for accuracy; performs word-processing and basic data input.
• Maintains routine manual and computerized records and files for the department.
• Assists in completing incoming key and electronic access control requisition forms and Salto/Genetec programming.
• Assists in completing payroll information for summer staff and/or temporary staff.
• Coordinates catering ordering, rooms and parking booking for various events.
• Initiates service and maintenance calls for office equipment.
• Allocates facilities requests (such as maintenance and cleaning, furniture moves, etc.) to the proper work areas (work orders).
• Assists with bulk mailings; photocopies and faxes.
• Maintains general office supplies and re-orders, as required.
• Responsible for maintaining the photocopy and fax machines, and other general office equipment.
• Arranges courier pick-ups.
• Provides basic housekeeping within the kitchen and the general office areas.

Qualifications:

• High School completion or equivalent program of study with office skills training.
• Completion of a formal training program in a related discipline from a recognized institution preferred.
• 2 years of directly related experience.
• Good working knowledge of Microsoft Suite programs (i.e., Word, Excel, Outlook).
• Excellent interpersonal skills, with the ability to use tact and discretion in dealing with various levels of internal and external contacts.
• Ability to communicate effectively both orally and in writing with all levels of staff, students and the public in providing detailed and specialized information in a clear and concise manner.
• Excellent organizational and time management skills, with the ability to prioritize and organize workload to meet the changing needs of the department.
• Must be able to use initiative and good-judgment as situations arise.
• Ability to complete work with accuracy, attention to detail and in a timely manner.
• Ability to work independently as well as participate effectively as a member of a team.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

The salary range for this position will be from $33,597.20 to $46,646.60 annually.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant\xe2\x80\x99s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.

The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy was suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances.

University of Winnipeg