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Office & Facilities Co-ordinator

Date: January, 2015
Reports to (Job Title): Executive Officer
Jobs Reporting (Job Titles): None
Department: Office of the Dean, Environment


Main Campus


35 hr/wk

Primary Purpose

The incumbent in this position is responsible for reception and provides a range of administrative tasks that contribute to the smoothing running of the Dean’s Office and the Faculty of Environment.  The incumbent also provides dedicated support to the Executive Officer.

Key Accountabilities:

Reception of the General Office including but not limited to:



Responsible for support to the Executive Officer, Faculty Financial Officer and Dean’ s Assistant and Faculty Services Co-ordinator including but not limited to:



Facilities Co-ordination including but not limited to:


Serves as custodian of petty cash, departmental Watcard and Purchase Card



Support the Faculty Undergraduate Co-ordinator including but not limited to :

Position Requirements


Completion of a Secondary School Diploma, Community College Diploma desirable.


Experience working in an office, problem solving and customer service experience essential. Competencies will include working knowledge of FORE, Quest, Microsoft applications, campus resources, accuracy, attention to detail, interpersonal, organizational, verbal and written communication, sound judgement.


MS Word Excel PowerPoint Other
Basic Basic Basic Basic

Nature and Scope

Interpersonal Skills:

Internally, communicates with most employees in all Schools, Centres, departments, student groups, Externally, this position will have contacts with other departments ie. Office of Research, services, vendors, suppliers, the public, other Environment Centres off Campus, students.

Level of Responsibility:

The position has defined duties and responsibilities and receives direct supervision.

Access to Petty Cash, P-Card and Watcard and responsible for records

Decision-Making Authority:

This role assesses questions, clearly communicates an answer if appropriate and knows when to refer the question.  Response for processes related to room bookings, keys, minor work requests and reporting of facilities maintenance.

Determination of the office’s equipment and supply needs and placing of orders with suppliers.

Priority setting for tasks and provision of support to different areas within the office.

 Expectation to independently answer and resolve regular inquires and problems that arise.

Physical and Sensory Demands:

Normal demands typical of USG position operating within a Faculty environment.

Working Environment:

This role involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions. This role experiences constant interruptions (i.e. by front line, phone and e-mail) from faculty, staff, students and visitors to the office. Coverage of front desk is required from 8:30-4:30 Monday-Friday.