Job Description

Job Category: Administrative Support
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This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position is a part of the Non-Academic Staff Association (NASA).
This position has a term length of one year plus a day and offers a .
Location - This role is in-person at North Campus, Edmonton.
Position Summary
The Campus Services Workflow Management Coordinator facilitates workflow for infrastructure shops (both dedicated residence shops as well as non-residence shops) using the AiM system in support of Campus Services. In addition to working with infrastructure/trades shops, this position supports the unique customer care needs of all Campus Services business areas. This includes ensuring that infrastructure needs of our end user customers (for example - residents) are addressed and that the work status is communicated effectively to each customer ensuring the highest level of customer care and satisfaction.
In addition, this position serves as the facilities access control administrator for all of Campus Services, coordinating processes for electronic access systems, security systems and mechanical lock systems, including key management and key tracking.
This position is also responsible for the administrative process that supports Life Safety systems as well as the administrative process that supports Health, Safety and Environment on behalf of Campus Services.
Responsibilities:
Workflow Management

• Create and process Resident and Campus Services Staff maintenance, cleaning and pest control demand work requests through all input sources, such as the Asset Management System (AiM), review scope of work and determine necessary trades/shops required, authorization levels and funding source required
• Promote customer requests to work orders and apply appropriate shop funding, shop assignment, shop account/charge codes to ensure costs are being tracked and allocated accurately by building to the correct budget
• Complete work orders in AiM to ensure the workflow cycle has been completed; follow up with respective area Foremen or Supervisors if work phases remain incomplete
• Submit incident reports where maintenance, cleaning or pest issues were likely the result of inappropriate behavior from a resident or residents, to then be followed up by another department
• Communicate with residents and staff (internal customers) to confirm work has been assigned, is in process and/or has been completed
• Create and send notices of entry as assigned and based on templates provided
• Participate in other related special project tasks, administrative duties, or other assigned work as required

Access Control Administration

• Administer the process for obtaining, authorizing and fulfilling requests for all card access systems that are operated in Campus Services buildings to staff and contractors
• Administer the process for issuing and tracking master keys, non-master keys and lock changes for Campus Services Buildings
• Facilitate the process for ensuring that keys and ONEcards are returned to Campus Services in a timely manner

Life Safety Systems Administration

• Coordinate fire protection testing and tracking on all systems within Campus Services
• Maintain records on behalf of Campus Services shops, including Job Hazard Assessments

Communication and Customer Service

• Respond to delegated emails as assigned and on behalf of the Campus Services Workflow Management (CSIWC) team
• Conduct customer care communication to ensure our residence customers receive the level of care and attention that is necessary for the highest level of customer satisfaction around facility and residence work related activities and events taking place on North Campus
• Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to Campus Services work requests
• Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to residents to ensure it is effective in maximizing satisfaction as well as for ensuring legal compliance during all phases of each work order

Qualifications:
Minimum Qualifications
Our ideal candidate will demonstrate the following:

• High School Diploma (minimum grade 12)
• Administrative experience, preferably in a post-secondary / academic setting
• Comfortable with repetitive tasks and a systematic approach to workflow management and processes
• Thrives on consistency, high level of accuracy and attention to detail
• Open to receiving feedback and implementing changes requested
• Ability to work independently and in a team environment
• Excellent time management and prioritization skills
• Understands the importance of following processes and applying workflow measures
• Excellent written and verbal communications skills
• Excellent interpersonal skills and experience working with and/or interacting with a diverse range of people with varying skill sets and personalities
• Demonstrates a high level customer service skill and maintains professionalism
• Strong organizational and prioritization skills
• Computer proficient and comfortable using MS Office and Google applications, including Google Mail
• Comfortable learning new technologies and complex authoritative systems
• Professionalism, integrity, respect for others, organizational understanding and adaptability
• Maintains a positive attitude contributing to an overall vibrant and healthy workplace

Preferred Qualifications

• Knowledge of and experience using technical systems such as: StarRez and/or Asset Management (AiM)
• Understanding of key management inventory, systems and protocols
• Familiarity with the Campus Services "Move-in / Move-out" and "Room Ready" Processes
• Keen interest or experience in Facility Workflow Management

Application Instructions
Click "Apply Now" to submit your cover letter and resume.
About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes de toute orientation sexuelle ou identite et expression de genre; et toutes les personnes qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team: The team supports the University of Alberta through a range of essential services and works for operating, maintaining and renewing infrastructure across our campuses.

Skills Required