Services Jobs in Saanich, BC

Job Description

GENERAL STATEMENT

Under the general direction of the Assistant to the Director, but with minimal supervision, the Operations Clerk provides operational, organizational, and administrative support to the Facilities Services department. This position performs a variety of tasks and projects in support of the Director, Associate Director, managers and supervisors in the coordination, scheduling and facilitation of daily operations and ongoing projects. As a front-line contact for college schools, divisions, departments and external agencies, the Operations Clerk works with sensitive and confidential information and issues requiring specialized knowledge, decision making, and tactful handling. Travel to and working at either campus may be required with minimal notice.

TYPICAL DUTIES

Provides front line service by initiating and responding to calls or inquiries from departmental and college personnel, students, visitors, contractors, and other external agencies. As the call/inquiry requires, immediately evaluates the situation and coordinates an appropriate response following regulations, policies or procedures or by independent action as required;
• In the event of an emergent situation provides operational support and liaison with departmental and college personnel, and external agencies such as emergency service providers and contractors. Assists with the coordination of the College’s Emergency Operations Center when activated;
• Assists department managers and supervisors in the coordination of buildings and grounds maintenance, construction and renovation projects. Assists with the coordination of the development of the departmental website and monitors it for currency;
• Coordinates the departmental work order process by evaluating, prioritizing, and following up Facilities Services work orders in a timely and effective manner. Assigns and distributes Facilities Services Work Orders when required;
Maintains security of and issues to college personnel and external contractors a variety of materials including parking decals, and keys;
• Establishes and maintains a variety of departmental and College-wide database and record keeping systems for key allocation, parking records, events, projects, and procedures, etc.; may involve sensitive and confidential documents and files;
• Coordinates room booking requests for departmental staff and external service contractors to facilitate building fabric upgrades or projects and arranges for access where necessary;
• Assists with the orientation of new Facilities Services employees;
• Monitors office equipment and arranges for technical support as needed;
• Performs secretarial and clerical duties including data entry, word processing, preparing graphs/presentations; filing, pick-up and delivery of mail and other college materials;
• Gathers and researches information as necessary, produces reports as requested;
• Participates on appropriate College and departmental committees;
• Gathers and records departmental leave/vacation data in the appropriate College software system and provides leave/vacation information to departmental personnel as requested;
• Orders office and custodial supplies independently or as directed;
• Coordinates travel arrangements and arranges meetings including scheduling/contacting participants, booking facilities and services, and preparing required materials;
• Identifies and adapts or develops new procedures to manage change and to increase efficiency within the position;
• Performs other related duties similar in scope and complexity. Qualifications Grade plus an Office Administration certificate and four years experience in a similar sized operations/dispatch office environment or an equivalent combination of education and experience. Exceptional operational support/administrative skills including a demonstrated ability to take responsibility, display initiative, problem-solve, and make independent decisions. Ability to maintain confidentiality and multi-task to manage changing priorities and a high level of service. Excellent interpersonal skills to work as a team member and with the public, college staff and students. Excellent communication skills. High level of computer skills (MS Office Suite) in a networked environment with an aptitude for working with unique programs. Proven attention to detail and accuracy. Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college.

Focus on Students and Their Success (Core)
• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)
• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.