2425-204 – Administrative Assistant 2 (OA11) – Pictou Campus

Operational Support

Administrative Assistant 2 (OA11)

• Education
• Pictou Campus
• Stellarton, Nova Scotia

Department of Facilities and Engineering
Continuing Full-time Position: Commencing approximately August 19, 2024
Application deadline is 11:59pm, August 1, 2024
Competition No. 2425-204
Salary range: $42,176.04 to $47,189.29 annually

Responsibilities

What you’ll be doing

• Provide confidential day-to-day administrative and organizational support to the campus Facilities Manager.
• Manage the day-to-day administrative and supportive functions to support the Occupational Health and Safety, Sustainability, Tender and Procurement and Risk Management programs. This entails record keeping, file management, project/construction management support, accounts payable as well as other related administrative duties as required.
• Participate in Convocation setup and activities.
• Process work orders, complete work orders, ensuring completeness of information transfer.
• Manage internal and external room bookings via EnCampus Portal, Microsoft Outlook and Excel.
• Coordinate events related to room bookings from both internal and external stakeholders, ensuring room size and setup are appropriate and other services (custodial, security, parking, AV or other technical) are in place.
• Connect with clients to provide facility tours, discuss space requirements, equipment, parking, and service requirements.
• Ensure all paperwork has been completed for internal and external bookings (ie. Rental Application, Certificate of Insurance, Risk Assessment and Rental Agreement).
• Process requests for invoices and journal vouchers for both external and internal bookings.
• Track, develop and provide weekly reports of events to Campus staff.
• Take minutes for Facilities Department meetings.

Qualifications

Qualifications and Occupational Experience:

• The minimum educational qualification for this position is a post-secondary certificate or diploma in Business or Administrative Professional/Office Administration combined with a minimum of two years’ (full-time equivalent) of recent and related experience in a fast-paced office environment. Or you have the recognized equivalency of a high school diploma with significant (10) years of administrative experience.
• Occupational experience that includes working in a commercial or industrial setting would be considered an asset, as would previous administrative experience in Facilities Management.
• You are familiar with and comfortable using computer applications such as the Microsoft Office Suite including Excel and MS Project.
• Experience with work planning tools such as Facilities Management Megamation software would be considered an asset.
• You are comfortable working in a digital environment; you take responsibility for acquiring knowledge about advancing technology; and you are committed to using technology in advancing your work.

Relevant Skills and Knowledge:

• You demonstrate a commitment to equity, diversity, inclusion, accessibility, and anti-racism.
• You possess excellent interpersonal skills and are able to interact at all levels of an organization.
• You are known for your superior customer service skills and are able to create a relationship of trust beyond the immediate interaction.
• Your superb team working skills enable you to contribute positively to a team environment.
• You have specific technical occupational knowledge and skill in inventory control software, risk management and accounts payable.
• You are known for your problem solving and critical thinking skills.
• You possess excellent coordination skills specifically related to Facilities Management.
• You have a proven records and information management skills and abilities.
• You demonstrate a strong commitment to excellence.
• Have knowledge of the NS OHS Act and Regulations.
• Have valid WHMIS training.
• You are dedicated to life-long learning.

Are you interested?

Candidates selected for interviews will be expected to provide at least three recent, occupational references. The successful candidate will be expected to provide official transcripts to show proof of academic achievements.

NSCC is committed to the full inclusion of all applicants. As part of this commitment, NSCC will ensure that applicants are provided reasonable accommodations, as required. If accommodation is needed to participate in the job application process, please contact Nikki Berrigan HR Generalist at Nikki.Berrigan@nscc.ca. Our Employee Workplace Accommodation Policy can be found here.

Nova Scotia Community College