Department Administrator, Campus Planning & Facilities Management

Under the limited supervision of the Administrative Manager, Campus Planning & Facilities Management (CPFM), the Department Administrator provides comprehensive administrative, financial, and operational support to the CPFM department. The role supports the Administrative Manager and CPFM management team through the coordination of administrative systems, financial processes, records management, advises/recommends workforce planning. and internal workflows that enable the effective delivery of facilities operations, capital planning, and maintenance services across the College.

The Department Administrator assumes a lead role in supporting administrative operations within CPFM, contributing to budget preparation, operational planning, continuous improvement of administrative processes, and the management of confidential and sensitive documentation. The position supports alignment with institutional priorities, strategic objectives, and College policies and procedures.

Administrative & Management Support

• Provides advanced administrative support to the Administrative Manager and CPFM Managers, including preparation of confidential and sensitive correspondence, calendars, appointments, meeting agendas, minutes, and reports.
• Serves as the primary administrative point of contact for CPFM, responding to inquiries, coordinating information flow, and resolving administrative issues.
• Organizes and maintains departmental records, including personnel, and is responsible for overall records management and archiving for CPFM.
• Drafts and prepares correspondence, reports, charts, and documentation, including confidential material related to staffing, compensation, medical information, and other personnel matters.
• Supports the Administrative Manager and CPFM Managers by fostering a collaborative, service-oriented administrative environment.
• Assists with the development, maintenance, and continuous improvement of CPFM administrative policies, procedures, and workflows to support operational effectiveness.
• Oversee records management for both public and confidential CPFM administrative operations information.
• Participates in planning, development, and implementation of CPFM operational and administrative projects.
• Responsible for development, maintenance and circulation of the Standard Operating Procedures for the CPFM portfolio.
• Develops and maintains effective working relationships with internal stakeholders and external vendors and contractors.
• Supports and enhances the efforts of the Administrative Manager and Facilities Managers in fostering a team approach within the division and providing excellent customer service.
• Under the direction of the Administrative Manager will lead and coordinate resources for all large-scale projects within the Facilities office, assisting in the planning, development, and implementation of the divisional operational projects and processes.

Staffing & Operational Coordination

• Under the direction of the Manager, Facilities Administrative Services provides support and assistance with staffing-related inquiries including Employee Leave Management System (ELMs), payroll matters, long-term disability (LTD) claims, and coordination with the Manager, Disability Management, Benefits and Wellbeing.
• Coordinates communication between employees and managers regarding sick leave and vacation requests, including tracking and record maintenance for custodial and front office staff.
• Processes staffing requirements in collaboration with Facilities Managers; coordinates, tracks, and monitors job postings, interviews, and reference checks for the division.
• Under the direction of the Manager, Facilities Administrative Services provides guidance to Facilities Managers regarding job postings and related recruitment processes to ensure compliance and consistency with applicable collective agreements and institutional recruitment policies and practices.
• Manages, tracks, and reports on all auxiliary appointments within the Campus Planning and Facilities Management (CPFM) office.
• Reviews auxiliary staff timesheets to ensure accuracy of budget coding and completeness prior to manager approval.
• Collaborates with the Administrative Manager and Facilities Managers to support onboarding and training new operational support employees, ensuring appropriate program orientation and system access are in place.
• Provides administrative back-up and operational support for CPFM administrative functions as required.
• Coordinates administrative and operational activities within Campus Planning & Facilities Management (CPFM), including coordinating workflow and priorities for the two administrative staff members within the CPFM office to support effective service delivery and information flow across the department.
• Contributes to a collaborative and service-oriented team environment by coordinating administrative support functions, sharing information across the team, and identifying opportunities to improve administrative processes and operational coordination within CPFM.

Knowledge

• Working knowledge of administrative, financial, and records-management practices within a complex organization.
• General understanding of budgeting processes, contract administration, and institutional policies and procedures.

Skills

• Excellent organizational, administrative, and problem-solving skills with strong attention to detail and accuracy.
• Strong written and verbal communication skills, including preparation of confidential and sensitive documentation.
• Effective time-management and prioritization skills to manage high workloads and competing deadlines.

Abilities

• Demonstrated ability to exercise sound judgment, discretion, and confidentiality.
• Ability to analyze information, synthesize data, and develop recommendations.
• Ability to work independently and collaboratively in a collegial environment.
• Demonstrated ability to establish and maintain effective working relationships with internal and external stakeholders.

Results Focused

• Demonstrates commitment to, and understanding of, student and client needs in decision making, actions and program design.
• Demonstrates the ability to analyze information, identify challenges, problem-solve, and find solutions.
• Shows accountability for effective and efficient delivery of day-to-day performance that supports the needs of the students, employees, clients, the community, and the College.
• Continually pursues performance excellence and seeks to acquire the knowledge and skills to perform effectively.

Leadership & Connection

• Manages own reaction and behaviours, and demonstrates empathy, appreciation, and good judgement in interpersonal relationships.
• Identifies and actions opportunities to resolve issues, collaborate, and build connections and effective working relationships.
• Demonstrates and supports two-way communication, active listening, openness, cooperation, flexibility and the freely sharing of ideas and information with others.
• Ensures written communication is concise, transparent, and consistent with the College’s vision, mission, and values.

Innovative & Change Adept

• Generates, creates, researches and practices new ways to achieve results and finds new opportunities for growth and improvement.
• Overcomes obstacles and perseveres through challenges to attain the desired outcome to support the College’s strategic goals, policies, and procedures.
• Remains open minded and positive in the face of challenges.
• Embraces and actions change to support the achievement of the College’s goals.

Indigenous Cultural Awareness

• Understands the importance and purpose of reconciliation.
• Learns about the correct protocol when approaching Indigenous communities.
• Seeks to understand Indigenous perspectives, being self-aware of personal biases, and participates in opportunities to understand Indigenous culture, decolonization, and the historical context.

Integrity & Respect

• Acts with respect, dignity, and honesty.
• Approaches difficult situations with composure, openness, and curiosity, acting in a manner that will withstand scrutiny.
• Understands equity, diversity, inclusion and social justice principles and practices, looks to promote equity and accessibility, and actively works to reduce the influence of biases in decision-making.