Purpose:
Facilities Services is a team of professionals who are committed to the delivery of support services that strive to enhance the quality of campus life for all students, faculty, staff, and visitors. Facilities Services is responsible for providing a safe, clean, productive, and well-maintained physical learning and working environment through the effective planning and delivery of professional services in design, construction, maintenance, utilities, caretaking, and grounds. With a commitment to sustainability, equity, diversity and inclusion, Facilities Services works with campus partners to provide exceptional customer service and satisfaction in alignment with the University's core values.The Administrative Coordinator role provides efficient and professional support to the Director, Property Management and the Manager, Property Management Services and Work Control Centre by coordinating the day-to-day administrative and key control functions, and special projects. The Administrative Coordinator role supports the Unit with coordinating communications and ensuring consistency with the University brand. In addition, the Administrative Coordinator role acts as a lead resource to the key control and administrative function of Property Management Services.The Administrative Coordinator role requires the use of tact, courtesy, discretion, judgment, and excellent customer service skills to complete work responsibilities. The role is also responsible for the effective administration and coordination of special projects, supporting all campuses, as assigned.

Education:
Community College diploma in business, administrative studies, office administration, communications or equivalent combination of education and experience or an equivalent of two (2) years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.

Experience:
Three (3) years recent and related experience providing administrative support to management and coordination of the key/access control function in a complex institutional facilities service environment or similar type environment. Experience in supporting the administration of a budget, project tracking and monitoring skills, and experience in preparing communications for a broad audience. Experience using a computerized maintenance management system (e.g., Maximo) and key management software preferred.

Skills:

• Excellent client relations skills with a focus on service excellence.
• Ability to use good judgment, tact, and flexibility.
• Ability to act as a lead resource when working with teams from different disciplines and backgrounds. Able to provide effective work direction to enable others to contribute positively towards a successful team.
• Excellent verbal and written communications skills.
• Ability to produce clear and concise documentation and reports.
• Excellent proofreading skills and attention to detail.
• Able to apply discretion, tact, courtesy, creativity, and initiative.
• Superior interpersonal skills with the ability to professionally interface with a variety of personalities.
• Exceptional organizational skills with attention to detail and ability to prioritize multiple tasks.
• Ability to work accurately with numbers and financial documentation.
• Ability to work independently, as well as in a team environment.
• Ability to meet short/long term deadlines.
• Ability to maintain confidentiality.
• Intermediate word-processing (MS Word), spreadsheets (MS Excel), E-mail and calendar management (MS Outlook), and presentation (MS PowerPoint) skills. Basic database (MS Access) and diagram/flow chart software (MS Visio) skills.
• Basic working knowledge of computerized maintenance management system and key management software.
• Ability to adapt to change and learn new applications.Other:
• Must promote the culture and mission to all employees, vendors, clients, and business partners.
• Respects diversity and promotes inclusion in the workplace.
• Contributes to an inclusive and diverse team-based, positive work environment. Recognizes diversity of abilities and adapt content, tone, medium, and style to audience to be inclusive.
• Committed to continuous learning and skill building in diversity, inclusion, and cultural competence.
• Must thrive in a fast-paced environment with the ability to effectively meet numerous competing demands in a highly complex environment and work effectively under pressure.
• Must be proactive, self-motivated.
• Familiar with project tracking techniques.

Additional Notes:
This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.

In order to be considered as an internal applicant, York University employees in the YUSA-1 bargaining unit must apply for jobs through the Employee Career Portal - YU Hire.

If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to apply for jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. this is referred to as the 'Posted Date' on the job the posting. This applies to YUSA-1 internal and YUSA-1 Concurrent postings. Please refer to the 'Posting Intent' on the job posting.

If not filled by an employee in the YUSA-1 bargaining unit, employees in the YUSA-2 bargaining unit who have applied within the first 5 days from the 'Posted Date' will be given preference.

The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.