Administrative Assistant E, Facilities
/ORGANIZATION:
Emily Carr University of Art + Design
DEADLINE:
Oct. 27, 2025
ORGANIZATION DESCRIPTION:
Situated on unceded, traditional, and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world’s top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks, and drive innovation.
Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada’s cultural and creative sectors and shaping the future of art, media, design, and research.
As ECU marks its centennial in 2025, the university continues to ask what art and design can make possible — shaping what comes next, 100 years in the making.
WEBSITE:
http://www.ecuad.ca
JOB DESCRIPTION:
Temporary Full-Time Position (ASAP until December 22, 2026)
8:30am to 4:30pm / Monday to Friday
The Administrative Assistant is responsible for a variety of complex administrative and clerical tasks to support the smooth and efficient operation of Facilities projects.
RESPONSIBILITIES:
Respond to walk-in, phone, and email inquiries and requests related to card access, security, projects, maintenance issues, contractors, janitorial issues, art installations, and other miscellaneous requests. Respond to room booking inquiries as backup and refer requests as appropriate.
Provide clerical support to the General Manager, P3 Facility Operations, including room bookings, requisitions, scheduling meetings, compiling statistical information, creating/updating forms, and composing correspondence.
Process internal and external room booking requests, handle complaints and conflicts, and ensure necessary coverage, insurance, and logistics for events.
Update faculty, staff, and student cards; maintain key and access databases; process parking tags, locker requests, and related contracts.
Receive and process maintenance and service requests, furniture requests, and maintain inventory databases.
Work regularly with on-site contractors, ensuring proper insurance and WCB coverage, and coordinate logistics.
Handle vending machine inquiries and refunds; maintain a cash float as needed.
Provide backup coverage for other administrative assistants during busy periods or absences.
Perform other related duties as required.
QUALIFICATIONS:
Grade 12 completion plus specialized training of up to one year.
Minimum three years of office experience, preferably in a facilities or construction setting, or equivalent combination of education and experience.
Excellent organizational, communication, and interpersonal skills.
Strong computer skills, including Microsoft Office, Excel, and email.
Proficiency with relational databases, design software, and Student Information Systems (e.g., Colleague).
Ability to build and maintain positive working relationships with staff, faculty, and students.
Skilled in handling high-volume inquiries and frequent interruptions with professionalism.
Knowledge of OH&S and WHMIS codes, regulations, and bylaws.
Strong initiative, multitasking ability, and capacity to work with minimal supervision.
HOW TO APPLY:
To apply, please visit https://ecuad.peopleadmin.ca. Competition closes on Monday, Oct. 27, 2025.
Emily Carr University especially invites applicants committed to equity, diversity, and inclusion. To correct conditions of disadvantage in employment, we strongly encourage applications from historically marginalized groups, including women, Indigenous peoples, racialized persons, persons with disabilities, and those of diverse gender expressions, identities, and sexual orientations. Canadians and permanent residents will be given priority. While we thank all applicants for their interest, only shortlisted candidates will be contacted.
REMUNERATION:
$29.16 to $31.21 per hour
