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Administrative Systems Assistant

Department: Plant Operations Effective Date: June 1, 2001
Grade: USG 5 Reports to: Administrative Systems Supervisor

General Accountability

This position is accountable to the Administrative Systems Supervisor in the Department of Plant Operations for the support and maintenance of the department’s computerized and/or manual systems and records. 

Nature and Scope

This position is one of three reporting to the Administrative Systems Supervisor.  The others are the Maintenance Records Clerk and Telephone and Reception Clerk/Work Request Assistant.

The Administrative Systems section of Plant Operations is responsible for the management and support of the MP5i Computerized Maintenance Management System (CMMS) as well as the department’s administrative applications and records. Information from MP5i is used to analyze and track the university’s physical assets, ensure the assets are maintained properly and efficiently while minimizing associated costs.  Data is also used for planning, budgeting and cost recovery purposes. 

It is this section’s responsibility to provide and prepare reports/technical data to enhance the effective operation of the department and ensure records are maintained consistently within all areas of the department. 

The incumbent must be familiar with the University of Waterloo’s policies and procedures, budgeting and accounting practices as well as Plant Operations’ overall objectives and areas of responsibility.  A thorough knowledge of the department’s maintenance functions and obligations enables the individual to apply this information to MP5i and expand the utility of the application.  Exceptional communication and interpersonal skills are essential in order to collaborate with the department’s management team, other departments on campus and external organizations. 

The incumbent must demonstrate a high level of proficiency in computer applications specifically databases, as well as word processing, spreadsheets and operating systems.  The incumbent will design, maintain and assist with training department staff in the use of office applications such as MS Word, Excel and Access.  A familiarity with the University’s network and server environment will enable the person to identify problems and report those problems to IST when assistance is required. As Plant Operations’ liaison with Telephone Services the incumbent is responsible for installation requests and trouble reporting.

Statistical Data

Plant Operations is the University of Waterloo’s largest support department, with a gross budget of  $20,000,000 and a staff of 300 full time employees.  Plant Operations repairs and maintains 56 buildings with a total area of 5,000,000 gross square feet located on 1,000 acres of land in the heart of Waterloo.  Those efforts are managed through the use of 35,000 electronic Work Orders.  In addition, approximately fifteen hundred renovations and improvements, with a value in excess of $5,000,000 per year, are undertaken by Plant Operations’ team of Architects, Engineers and Designers. 

Specific Accountabilities

  1. Responsible for work orders relating to specific sections i.e. Grounds Section.
  2. Maintain  equipment/asset information (addition of new equipment, attributes)
  3. Enhance the functionality of the MP5 application through the development /maintenance of reports utilizing decision support tools i.e. Impromptu
  4. Provide assistance with administrative information systems i.e. E-mail, Synchronize, Shutdowns, Event Room Booking, Viking Attendance Management System.
  5. Provide computer support through the maintenance of spreadsheets, databases, and new applications.  Assist with the training and instruction of administrative systems to department users.
  6. Liaise with IST and department personnel to co-ordinate telephone services, computer shutdowns, and installation of new software and hardware.  Troubleshoot computer hardware and network problems.
  7. Be a member of evaluation team(s) when applications are introduced/upgraded.
  8. Reconcile department accounts i.e. travel, telephone, discretionary and training. Maintain monthly spreadsheets.
  9. Provide back-up support.

Working Conditions