Clerk, Campus Facilities

About Olds College of Agriculture & Technology

Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Clerk, Campus Facilities

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement Job Classification: Clerk 3

As a key administrative resource to the Maintenance Manager and the Director of Campus & Ancillary Services, this role provides essential oversight for facilities operations. The position streamlines campus efficiency by managing work orders, maintaining precise records, and bridging the gap between staff and contractors. Through diligent coordination and support, this role ensures a safe, well-maintained environment and upholds operational standards across all campus services.

Key Job Functions:

Administrative & Office Support

• Provides high-level administrative support to the Facilities Manager and the Director of Campus & Ancillary Services.
• Produces professional correspondence, internal reports, and campus notifications.
• Maintains organized filing systems and processes all departmental documentation.
• Records and transcribes formal meeting minutes for departmental review.
• Ensures document accuracy and handles confidential data with high integrity.
• Facilitates positive professional relationships with coworkers and external partners.
• Assists with daily mailroom and shipping/receiving functions as needed.
• Acts as the primary point of contact for the department by receiving and directing inquiries via in-person visits, radio communication, telephone, and email.
• Manages the efficient processing and distribution of all incoming and outgoing departmental mail and packages.
• Oversees the procurement and inventory management of office supplies to ensure continuous departmental operations.
• Manages comprehensive record systems and documentation to ensure data integrity and ease of retrieval.
• Administers the facilities work order system, assigning tasks and monitoring progress to ensure timely completion.
• Maintains accurate and up-to-date capital asset lists to support institutional tracking and financial reporting.

Fleet & Vehicle Administration

• Facilitates the booking and allocation of available fleet vehicles to support campus transportation needs.
• Serves as the primary point of contact for Business Services to manage fleet-related financial processes, including internal chargebacks, VISA reconciliations and reporting lost or compromised corporate credit cards.
• Provides administrative oversight for contracted bus drivers, ensuring all documentation and scheduling requirements are met

Financial & Purchasing

• Completes all departmental purchase orders (DPOs), requisitions and verifies invoices.
• Prepares Interdepartmental Transfers, Receipt for Goods and Services, and Request to Invoice forms.
• Prepares PO documentation and facilitates purchasing from distributors.
• Reconciles VISA statements.
• Ensures timely completion of expense reports.

Facilities, Maintenance & Emergency Coordination

• Monitors and documents emergency incidents and maintenance situations to ensure a prompt and recorded response.
• Provides administrative support for Campus Facility projects.
• Supports equipment/building licensing and inspection code issues.
• Organizes and upgrades records, plans and specifications for all campus structures and systems.

Health, Safety & Compliance

• Manages the regular updating and organization of Material Safety Data Sheets (MSDS) and Hazard Identification records.
• Chairs the monthly Campus Facilities Occupational Health and Safety meetings to facilitate communication and safety oversight.
• Maintains comprehensive departmental documentation and up-to-date staff training certifications to ensure full compliance with Occupational Health and Safety (OH&S) regulations.

Education/Experience/Skills/Knowledge Required:

• Certificate in Office or Business Administration or related program preferred or a combination of education and experience will be considered
• 2 to 3 years experience in an office environment
• Previous experience with Building and Land Inventory Management System (BLIMS) and Capital Planning Software (VFA) is an asset
• Possess excellent computer skills including Google Suite, MS Office and database programs
• Manages financial transactions with a high level of internal controls ensuring accuracy, completeness and proper controls in cash handling, the segregation of duties and reconciliations.
• Ability to complete work accurately with appropriate attention to detail
• Strong organizational and time management abilities
• Superior written, oral and interpersonal communication skills
• Ability to maintain confidential information
• Demonstrate good reasoning and decision making skills
• Possess a good working knowledge of office equipment
• Displays honesty, integrity and a strong sense of ethics in all decisions and actions.
• Ability to comply with and follow established policies, procedures, guidelines and direction in effect and applicable.
• Demonstrate a strong dedication to promoting inclusivity and diversity by actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding
• Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting

Conditions of Employment:

• Physical effort required; lifting of parcels or supplies when executing mailroom duties.

• Environmental Exposure: Direct exposure to trades workshop environments containing associated machinery noise and chemical fumes.

• Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.

• Must respect and actively promote health and safety policies.

Olds College offers a competitive benefit plan:

• Defined Benefit Pension Plan (LAPP)

• Extended Health, Dental, and Prescription Drugs benefits

• Health/Personal Spending Account

• Generous Vacation Leave

• Paid Holiday Closure

• ‘Olds College in the Community’ volunteer leave

• Professional development and opportunities for growth, including employee and family tuition waivers

Open until suitable candidate found

We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex,