Permanent, full time M-F 11:00am-7:00pm Permanent, full-time M-F 11:00am-7:00pm Under the general authority of the Logistics Manager, the incumbent is responsible for planning, organizing, coordinating, administering, and evaluating activities related to event operations, facility and grounds usage, and ancillary services. The role assesses human, financial, and material resource requirements; develops, applies, and updates administrative processes and ensures that assigned activities are delivered efficiently and in accordance with College policies, procedures, applicable regulations, and established standards. Participate in the selection, onboarding, and scheduling of student employees and provide day-to-day direction to student staff during event operations.

Evaluate operational performance, identify resource or service issues, and prepare recommendations and provide feedback to the Manager. Financial and Administrative Oversight Administer billing processes, including verification of charges, preparation of invoices, and follow-up with internal and external clients. Collect, compile, analyze, and interpret financial and operational data to support decision-making and service improvement.

Prepare, administer, and coordinate contracts and agreements for facility bookings and external users, and follow up on their application Analyze contractual requirements with institutional policies and applicable regulations in contract administration. Coordinate the procurement of materials and services required for events. Prepare, submit, administer, and monitor requisitions in Clara for goods and services required to support events, facility and grounds usage, and ancillary operations, ensuring compliance with college procurement procedures, budget allocations,



and approval requirements.

Evaluate contractual deliverables and vendor performance.

Operational

Planning and Analysis Collect and analyze data related to event operations and facility bookings. Conduct analyses of operational requirements and identify trends and opportunities for service development. Logistics and Facilities Coordination Assess and coordinate physical setup requirements (equipment, space configurations, etc.) in collaboration with Facilities Management Services, Information Technology Services, and Student Services (Sports & Recreation, Student Activities, etc.) Assess and ensure alignment between event requirements and facility capabilities.

Process

Development and Continuous Improvement Develop, document, and implement administrative procedures related to event coordination and booking activities. Analyze and implement improvements to operational workflows, tracking tools, and reporting systems (Octopus, Microsoft Bookings, Clara, etc.) Project and Operational Initiative Coordination Coordinate small-scale projects and operational initiatives related to classrooms, event spaces, facility and grounds usage, space management, and ancillary services. Assess and coordinate project activities, schedules, resource requirements, and implementation timelines.

Liaise with internal departments, vendors,



and service providers to support the delivery of assigned projects and initiatives. Monitor the progress of assigned projects and provide updates to management regarding timelines, budgets, and operational impacts. Coordinate the implementation of space improvements, equipment upgrades, service enhancements, and administrative systems.

Prepare and maintain project records, documentation, and tracking tools, and assist in the preparation of reports and recommendations.

Education: An undergraduate degree in an appropriate field of specialization, particularly administration. 2-3 years of related work experience in a similar role ~ Ability to work independently and manage multiple priorities in a fast-paced environment. ~ Strong customer service, communication, interpersonal, and organizational skills. ~ Ability to resolve issues and complaints in accordance with established policies and procedures. ~ Proficiency with Windows-based applications;

experience with Clara is an asset. ~ Flexibility to work weekends and holidays as required.

Testing May Be Required To Demonstrate

Knowledge Of English (Advanced oral and written) French (Intermediate oral and written) Excel (intermediate) In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized.

John Abbott

College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications. #

📌 Administration Officer - Facilities Management Services (Sainte-Anne-de-Bellevue)
🏢 Cegep John Abbott College
📍 Sainte-Anne-de-Bellevue