Facilities proudly builds, maintains and improves campus facilities to create a safe and welcoming environment in support of teaching, learning and research.  Reporting to the Parking Manager, Commuter Services, the Department Assistant assists in the delivery of parking services in addition to performing a wide range of organizational and administrative duties for the various units that make up the Facilities Department.

The Department Assistant must be client-centric and must function with an exceptional level of professionalism, accuracy, good judgment, attention to detail and efficiency in a high-volume environment with multiple interruptions. In addition, the Department Assistant is expected to demonstrate initiative, make decisions independently, and consult with management and staff, as appropriate.

KEY RESPONSIBILITIES:

• Serve as the first point of contact for all visitors to the department, ensuring that visitors to the department are professionally received and serviced in an efficient manner. This contact may be in person, via telephone, or by email. Research and help resolve issues and inquiries that arise through the mail or by telephone; gather information and carry out any research that may be required to bring the matter to a successful resolution; follow-up as appropriate
• Perform administrative support duties for management staff within Facilities, such as: screening phone calls, coordinating schedules and booking appointments, initiating and drafting sensitive correspondence, and scheduling meetings
• Collect, input, process, verify, organize, and distribute information from various sources using electronic systems to ensure information is easily retrievable. Make recommendations to help develop and implement new ways to organize information
• Implement and maintain accessible electronic and hard copy filing systems in a timely manner. Utilize and refine computer databases and/or filing systems to maintain accurate and organized data
• Assist in the administration of special projects in support of the department, which may include researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, and providing general administrative support and liaison functions throughout the project
• Assist various committees and working groups. Prepare agendas, coordinate schedules, compile materials and record and transcribe minutes for distribution as required
• Assist in planning the logistics of events, workshops, and training programs including securing venues/event sites, coordinating event logistics, arranging A/V and equipment, and preparing catering orders as requested. Attend events as appropriate
• Recommend and participate in the implementation of revisions to administrative procedures
• Liaise with other staff within the various Facilities units to coordinate work and the flow of information between units
• Issue parking permits and dispatch information to parking attendants
• Prepare month-end audit of permits in an orderly fashion and in accordance with established university financial policies and procedures for audit purposes
• Compile reports and process deposits for surface and garage parking on a weekly basis and process month-end billings for underground garage
• Provide back-up support to other administrative staff within Facilities, as required during high volume and vacation periods
• Undertake other duties as assigned in support of the department