Workflow Management Coordinator

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is in-person.Work primarily takes place at North Campus, Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department

Campus Services is a department within Facilities and Operations that consists of self-funded business units that provide services in support of the University’s Institutional Strategic Plan “For the Public Good”. The various operations within Campus Services serve the University community and its visitors. Each unit is expected to operate in a financially sustainable means while contributing financially to the University.

Position

The Campus Services Workflow Management Coordinator facilitates workflow for infrastructure shops (both dedicated residence shops as well as non-residence shops) using the AiM system in support of Campus Services. In addition to working with infrastructure/trades shops, this position supports the unique customer care needs of all Campus Services business areas. This includes ensuring that infrastructure needs of our end user customers (for example - residents) are addressed and that the work status is communicated effectively to each customer ensuring the highest level of customer care and satisfaction.

In addition, this position serves as the facilities access control administrator for all of Campus Services, coordinating processes for electronic access systems, security systems and mechanical lock systems, including key management and key tracking.

This position is also responsible for the administrative process that supports Life Safety systems as well as the administrative process that supports Health, Safety and Environment on behalf of Campus Services.

Duties

A summary of the duties listed on the CS Workflow Management Coordinator Job Fact Sheet are as follows:

Workflow Management

• Create and process Resident and Campus Services Staff maintenance, cleaning and pest control demand work requests through all input sources, such as the Housing Management System (HMS) and Asset Management System (AiM), review scope of work and determine necessary trades/shops required, authorization levels and funding source required
• Promote customer requests to work orders and apply appropriate shop funding, shop assignment, shop account / charge codes to ensure costs are being tracked and allocated accurately by building to the correct budget
• Complete work orders in AiM to ensure the workflow cycle has been completed; follow-up with respective area Foremen or Supervisors if work phases remain incomplete
• Submit incident reports where maintenance, cleaning or pest issues were likely the result of inappropriate behavior from a resident or residents to then be followed up by another department
• Communicate with residents and staff (internal customers) to confirm work has been assigned, is in process and / or has been completed
• Create and send notices of entry as assigned and based on templates provided
• Participate in other related special project tasks, administrative duties, or other assigned work as required

Access Control Administration

• Administer the process for obtaining, authorizing and fulfilling requests for all card access systems that are operated in Campus Services buildings to staff and contractors
• Administer the process for issuing and tracking master keys, non-master keys and lock changes for Campus Services Buildings
• Facilitate the process for ensuring that keys and ONEcards are returned to Campus Services in a timely manner

Life Safety Systems Administration

• Coordinate fire protection testing and tracking on all systems within Campus Services
• Maintain records on behalf of Campus Services shops including Job Hazard Assessments

Communication and Customer Service

• Respond to delegated emails as assigned and on behalf of the Campus Services Workflow Management (CSIWC) team
• Conduct customer care communication to ensure our residence customers receive the level of care and attention that is necessary for the highest level of customer satisfaction around facility and residence work-related activities and events taking place on North Campus
• Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to Campus Services work requests
• Assist the Campus Services Workflow Management Supervisor to develop and continually improve communication related to residents to ensure it is effective in maximizing satisfaction as well as for ensuring legal compliance during all phases of each work order

Minimum Qualifications

Our ideal candidate will demonstrate the following:

• High School Diploma (minimum grade 12)
• Administrative experience, preferably in a post-secondary / academic setting
• Comfortable with repetitive tasks and a systematic approach to workflow management and processes
• Thrives on consistency, high level of accuracy and attention to detail
• Open to receiving feedback and implementing changes requested
• Ability to work independently and in a team environment
• Excellent time management and prioritization skills
• Understands the importance of following processes and applying workflow measures
• Excellent written and verbal communication skills
• Excellent interpersonal skills and experience working with and/or interacting with a diverse range of people with varying skill sets and personalities
• Demonstrates a high level customer service skill and maintains professionalism
• Strong organizational and prioritization skills
• Computer proficient and comfortable using MS Office and Google applications, including Google Mail
• Comfortable learning new technologies and complex authoritative systems
• Professionalism, integrity, respect for others, organizational understanding and adaptability
• Maintains a positive attitude contributing to an overall vibrant and healthy workplace

Preferred Qualifications

• Knowledge of and experience using technical systems such as: Housing Management System (HMS), StarRez, and/or Asset Management (AiM)
• Understanding of key management inventory, systems and protocols
• Familiarity with the Campus Services “Move-in / Move-out” and “Room Ready” Processes
• Keen interest or experience in Facility Workflow Management