Facilities Operations Administrative Assistant

University of Toronto • Scarborough, ON

7d • Hybrid

About The Position

The University of Toronto Scarborough is a place of energy, enthusiasm and passion, committed to inclusive excellence and operating on Indigenous territory. The Facilities Management department provides a welcoming, service-oriented, clean, and safe environment, aiming to facilitate the Academic Mission of Excellence in Research and Teaching by providing a safe, clean, healthy, comfortable, and sustainable environment for students, faculty, staff, and visitors. The University proactively promotes diversity and encourages candidates from Black, Indigenous, and other Racialized communities to apply. Working under the direction of the Manager, Finance and Administration in a fast-paced, service-oriented environment, this role involves close collaboration with staff, faculty, management, and clients to provide and coordinate work order-related services. The assistant will respond to enquiries, follow up as required, determine priorities, verify document accuracy, and serve as a resource by providing non-supervisory job-related guidance.

Requirements

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years' related work experience providing office administrative support in a fast-paced service-oriented environment
• Demonstrated commitment to service excellence and ability to deal directly with staff at all levels of the organization, contractors, and vendors
• Demonstrated experience generating reports, updating and maintaining databases, and compiling and manipulating data for reports, charts, etc.
• Strong computer skills with experience in Microsoft Word, Outlook, Excel, and databases experience
• Effective interpersonal and communication skills (written and verbal), problem solving, organizational and time management skills
• Must be able to multi-task in a high volume busy environment
• Must be able to meet deadlines, exercise accuracy and attention to detail
• Experience providing front-line operational support
• Demonstrated ability to effectively work independently and also collaboratively in a team environment

Nice To Haves

• Experience in a facilities and services setting is an asset

Responsibilities

• Acting as the first point of contact for property and facilities issues
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Handling sensitive and/or confidential information
• Generating reports and checking the work orders are completed accurately
• Probing for more information to establish needs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree