| Specific Accountabilities |
Furniture/Equipment Moves
- Lead furniture moves across campus in response to departmental requests, event planning or facility renovations, ensuring timely and efficient execution.
- Collaborate with departmental contacts to assess furniture needs and develop move plans that align with their requirements.
- Conduct site visits to evaluate space layouts, identify potential obstacles, and plan move logistics accordingly.
- Supervise moving crews and provide directions to ensure that moves are completed safely, accurately, and according to established timelines.
- Facilitate move progress and address any issues or concerns that arise, proactively resolving challenges to minimize disruptions.
- Coordinate with internal and external stakeholders including the President’s office to plan and execute various high-profile events, by providing on-site support during events, overseeing setup, execution, and teardown activities to ensure smooth operations.
- Oversee, execute, and complete the setup and breakdown of events, including lifting and moving items.
Facilities Maintenance
- Process and monitor work requests from concept to completion by responding promptly to maintenance requests from building occupants and/or landlord.
- Facilitate, organize, and oversee the work for contractors and vendors for repairs or servicing.
- Lead facilities maintenance progress and address any issues or concerns that arise, proactively resolving challenges to minimize disruptions.
- Monitor, maintain and conduct regular inspections to identify maintenance and aesthetic needs on campus.
- Support contract administration by ensuring timely renewals and accurate invoicing
Campus Room Bookings
- Facilitate and lead responding promptly to booking inquiries and communicate effectively with internal and external stakeholders.
- Coordinate campus room bookings for various events, meetings, and activities. Working with all levels of leadership including the President’s office, senior management, out of scope, faculty and staff.
- Analyze and investigate room utilization and report recommendations for optimizing space usage.
- Analyze, troubleshoot and resolve conflicts or issues related to room bookings.
- Facilitate solutions to internal and external stakeholders to address their needs and concerns.
- Build and maintain positive relationships with scheduling departments and program coordinators.
- Collaborate with other campus departments to ensure seamless coordination of room bookings.
- Generate reports on room usage, availability, and booking trends as needed.
- Continuously seek opportunities for process improvement and efficiency in room booking procedures.
- Educate staff and stakeholders on room booking policies and procedures.
Parking
- Administer parking by assigning, terminating and suspending parking stalls to staff and students, within established policies and procedures, ensuring fairness and efficiency.
- Effectively manage the parking waitlist, prioritizing requests based on availability and necessity.
- Coordinate with payroll by providing necessary parking information for payroll processing, ensuring compliance with policies and procedures, and liaise with HR as required.
- Input parking information accurately into the app to maintain up-to-date records.
- Administer and communicate parking details with parking vendor, ensuring clarity and accuracy.
- Create parking sandwich board signs for events, ensuring clear signage and directions for attendees.
- Monitor parking lot occupancy and provide recommendations for optimizing space usage.
- Collaborate with campus stakeholders to address parking-related issues and implement solutions.
- Review parking policies, regulations, and procedures, ensuring compliance and enforcement as needed.
- Assist with special projects and initiatives related to parking management, as assigned.
Lockers
- Administer accurate records of locker rentals, including rental periods and expiration dates.
- Administer the rotation of locks on lockers as rentals expire, ensuring that each locker is ready for the next rental period.
- Communicate with students to remind them of upcoming locker rental expirations and facilitate the renewal or return process.
- Assist students with locker-related issues, including providing instructions for opening locks, troubleshooting malfunctions, or cutting locks when necessary.
- Respond to inquiries and requests from students and programs regarding locker availability, rental rates, and policies.
Wayfinding Signage
- Collaborate with various departments to assess signage needs and requirements for offices and classrooms.
- Develop comprehensive wayfinding signage plans for different areas of the campus, ensuring clear and intuitive navigation for visitors, staff, and students.
- Coordinate with external vendors and/or internal resources to produce and install signage promptly, prioritizing urgent requests and communicating timelines to stakeholders.
Projects
- Assist the Facilities Coordinator in planning, directing, and coordinating projects from conception to completion.
- Work closely with SaskBuilds and Procurement to develop project scopes, objectives, and schedules effectively.
- Assist in monitoring project progress and provide regular updates to Coordinator, addressing any issues or concerns that may arise.
- Assist in conducting project meetings, preparing agendas, documenting meeting minutes, and following up on action items.
- Provide administrative support to the Facilities Coordinator and project teams as needed, including organizing meetings, preparing reports, and handling correspondence.
- Assist in evaluating project outcomes and identifying opportunities for improvement in project management processes and practices.
Administrative Duties
- Oversee, administer, and support several inboxes, making timely decisions on outcomes.
- Develop and maintain contractor and vendor contact lists for chargeback and inventory purposes.
- Administration of purchase orders and invoice management through our internal systems.
- Process invoices for payment in accordance with established procedures and reconcile statements for procurement card.
- Maintain accurate records of key distribution, tracking the assignment of keys to individuals and coordinating the collection and return of keys from employees, contractors, and other authorized users.
- Issue and maintain alarm codes and fob applications for staff and authorized personnel, ensuring timely issuance and deactivation as needed.
- Maintain and update the office calendar regularly with upcoming events, meetings, deadlines and communicate changes and updates to relevant staff members as necessary.
- Monitor office supply levels and place orders in timely manner.
- Check and distribute incoming mail efficiently.
- Other duties as assigned.
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