Skip to the content of the web site.

Lead Facilities Assistant

Date: December 3, 2015
Reports to (Job Title): Head, Library Technology & Facilities Services
Jobs Reporting (Job Titles): None
Department: Library


Main Campus


40 hrs/wk

Primary Purpose

The Lead Facilities Assistant position is one of 3 positions within the Facilities section of the Library Technology & Facilities Services (LTFS) department. The focus of this group is customer services affecting all areas of the library physical plant and its day to day operations. They are responsible for coordinating installation, regular maintenance, and inventory control of furnishings, equipment and supplies including any facilities-related renovation projects in the University of Waterloo Libraries. They are responsible for shipping, receiving, mail-related duties, key control and telephone service co-ordination. The Facilities group deals with library health and safety issues and manages security aspects of the building including key control and controlled access areas and systems. The Lead Facilities Assistant has added duties related to mentorship and guidance of the other two incumbents including the daily functional co-ordination and organization of Facilities tasks.

Key Accountabilities:

1. Internal Accountabilities



2.  External Accountabilities




3. General Accountabilities

Position Requirements


High school diploma and/or relevant work experience in other Facilities related positions


Must have proven excellent communication and interpersonal skills; proven self-starter; demonstrated commitment to high-quality customer service; planning and organizational experience with strong directional and mentoring skills for both staff and casual student employees; ability to consult with and advise staff individually on routine or special use of  library facilities and ergonomic furniture; aptitude  for diagnosing and/or repairing simple mechanical problems and/or devices and problem-solving skills; proven ability to manage and prioritize tasks.

Experience with specific library operations/workflows and a familiarity with the Library’s building infrastructure is an asset.


MS Word Excel PowerPoint Other

Office Automation Software

Working knowledge of the Library’s predominant applications including specialized tools for database management and CAD drawings

Operating System

Familiarity with the Microsoft Windows

operating environment

Building Systems

Key fob management system, security devices

Trouble Shooting

Proven aptitude with day to day building and mechanical issues in order to advise appropriate support departments on campus

Nature and Scope

Interpersonal Skills:

Internally, communicates with departmental supervisors/managers and staff to investigate/advise on facilities related services, problems and issues; communicates with staff on issues related to service availability and or interruptions.

Externally, works with campus Central Stores, IST telephone services and Plant Operations as necessary.

Level of Responsibility:

The position represents a level of experience and expertise commensurate with its responsibilities for day to day co-ordination and functional direction of other Facilities group staff. Accountable for assisting staff with facilities related infrastructure including furniture and furnishings, key control, office supplies, mail, shipping and receiving, telephone services and work requests. Ensuring that the physical plant is at its optimum in order to provide a safe and comfortable work environment for staff; advises departmental head on best practises, safety issues, maintenance and replacement schedules. Works with minimal supervision and has supervisory responsibilities for casual summer cleaning staff.

Decision-Making Authority:

Responsible for problem-solving daily issues; works with department head and other campus departments to provide effective facilities related services.

Physical and Sensory Demands:

Moderate exposure to disagreeable conditions typical of a facilities support position with responsibility awkward material handling or dealing with emergency situations related to water leaks and the protection of the library’s materials and collections.

Working Environment: