ADS Level 6 - Administrative Assistant

Date: 2024-11-21 17:11:59

ADS Level 6 - Administrative Assistant - Capital Projects - Department of Facilities Management [University of Prince Edward Island]

Job Description

As part of the Capital Projects team, this position has three major roles; overseeing the capital project and restricted grant funded operating accounts; working closely with consultants/contractors/suppliers for pricing on campus projects and overseeing the ordering process; as well as preparation and writing of documents such as request for proposals, quotations, contract documents, permit submittals, meeting minutes etc.

This position represents the department when dealing with a number of different clients, consultants and contractors on and off campus simultaneously.

Work Situation

The Department consists of three (3) divisions; Maintenance, Capital Projects/Planning and Security Services.

Responsibilities

Oversees the capital project and restricted grant funded operating accounts which includes issuing purchase orders, tracking invoices, and releasing invoices for payment
Monitors accounts for funding availability and contract compliance, reviews expenditures against project budgets, reconciliation and analysis of restricted grant funded account balances, initiates financial claim reporting required by various external funding agencies for review and submission by Financial Services
Assists in coordination of audit requests including tracking of construction holdbacks on multiple projects, prompts invoices to be initiated within the boundaries of operating contracts
Tracks and follows up on capital project warranty claims and deficiencies
Responds to UPEI staff and external funding agency requests
Prepares and writes the following documents for the review and approval of the Manager of Capital Project and/or Project Manager - request for proposals, quotations, tenders, contract documents, building permits, development permits, meeting minutes, etc. Documents must comply with any specialized language within external funding agreements, when applicable, as well as comply with all University policies and procedures (e.g. Procurement policy and procedures)
Obtains pricing from suppliers, generates on-line requisitions, manages supplier files, maintains price lists, prepares invoices for payment, tracks expenses for specific cost centers
Assists Manager of Capital Projects with written & verbal communication to the campus community and government authorities regarding construction and/or shutdown of utilities
Administrative support, such as maintaining online calendars, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying, answer the phone, attend meetings to record minutes, and create and maintain word, google documents and spreadsheets
Provides administrative support to the Manager of Capital Projects and the AVP of Facilities Management and Construction
Monitors data tracking within the Facilities Management Department and Capital Projects
Provides back-up for Control Desk when required. This includes processing work order requests, assigning work orders, closing work orders, processing room booking requests, and phone inquiries
Other duties as required

Qualifications

High School Graduation Diploma and at least two years of specialized post-secondary education/training in a related office program. Minimum three years previous experience in related work and/or combination of education and related work experience
Strong computer experience including Word, Excel and Google programs
Demonstrates attention to detail
Demonstrates excellent interpersonal and communication skills
Ability to think creatively
Commitment to departmental mission, policies, and procedures
Ability to work well under minimal supervision
Strong organizational skills
Construction industry experience would be considered an asset
Financial experience in budgeting, payment processing, financial claims reporting would be considered an asset