Careers at NLC

Additional Information:

For over 50 years, the Northern Lakes College vision has been to increase accessibility to educational opportunities. With 25 locations across northern Alberta, program sites throughout Alberta, and a unique Supported Distance Learning model, students can access quality educational opportunities without leaving their community. Students can study from the comforts of home, work, on the road, or from one of the many College locations. Northern Lakes College offers a variety of university transfer, diploma, and certificate programs, including academic upgrading, business & administrative studies, health & human service careers, pre-employment & apprenticeship trades, resource technology, university studies, and continuing education & corporate training certificates and courses. We support and promote professional development and wellness opportunities, and provide our employees with an attractive benefits plan and competitive salaries. The College service region offers numerous recreational activities for the entire family to enjoy!

Northern Lakes College has the following full time 1. FTE Term position available:

Housing and Facilities Administrator
Reference #NLC-2175
Salary: $57,102-$75,000
December 1, 2024 to June 1, 2026
Location: Slave Lake

Major Job Function:

The Housing and Facilities Administrator is responsible for maintaining effective relationships between tenants and the College. reporting directly to the Senior Director Facilities and Ancillary Services, the Housing and Facilities Administrator ensures that all tenants are adequately accommodated within the guidelines of the Northern Lakes College student and staff housing policies, procedures and guidelines.

The Housing and Facilities Administrator will be responsible for the co-ordination of annual insurance renewal and be the Liaison between the Insurance provider and applicable College departments ensuring there is no lapse and adequate coverage.

Duties and Responsibilities:

1. Receive and process applications for College housing in order to ensure that applicants are provided with required information and that applications are given due consideration.

• Explain the eligibility and application process to potential applicants
• Provide applicants with application forms and assist with completion of forms
• Receive and review applications to ensure all required information is included
• Determine eligibility of applicants through verification of income, checks on prior arrears or damages and reference checks
• Apply priority rating system to applications when housing is over subscribed
• Review applications with Senior Director, Facilities and Ancillary Services

2. Maintain effective relations with all tenants in order to ensure they are aware of their rights and responsibilities concerning college housing.

• Process tenant check-ins and check-outs.
• Coordinate collection of damage deposits and rents.
• Explain lease agreements, tenant responsibilities and in-house rules.
• Complete inspections and advise tenants of violations and damages.
• Liaise with other departments about tenant issues, concerns and events.
• Inform tenants of available counseling services.

3. Administer and facilitate rent collection in order to ensure that tenants are paying appropriate rental fees.

• Administer tenant ledger cards and rent roll. Facilitate transfer of information to finance related to monthly rental, tenant damage and other related accounts.
• Ensure rent reconciliations are completed.
• Identify tenant arrears and distribute collections letters.
• Facilitate rent collection, issue receipts and secure revenues.
• Liaise with funding agencies and facilitate proper payment for funded students.
• Represent Northern Lakes College when engaging in Residential Tenancies Dispute Resolution process (RTDR)

4. Administer casual and ongoing room bookings for internal and external room bookings.

• Utilize electronic booking system.
• Coordinate bookings for internal and external customers.
• Ensure room setup and takedown notifications are coordinated with facilities maintenance staff.
• Provide facility orientations to external groups.
• Provide reports and usage statistics for internal use and insurance needs.
• Ensure compliance with SOCAN regulations

5. Provide general administrative support to the Facilities and Ancillary Services Department.

• Support the vehicle booking system and coordinate facilities vehicle usage.
• Generate purchase orders, invoices and code revenue and expense transactions
• Assist Senior Director with Annual budget preparations, running reports from Unit 4 software

6. Administer and Coordinate Insurance Renewal, coordinating policy requirements between Underwriters, Providers and Northern Lakes College

• Provide information to the Senior Leadership Team through the Senior Director on policy coverages, requirements;
• Ensure distribution of appropriate documentation for vehicles, policies etc., and obtain insurance coverage certificates as required;
• Attend Annual Consortium Symposium and report back on market, policy and consortium changes;
• Review insured values List and ensure appropriate coverage is in place;
• Attend risk Management Committee as requested/required; and
• Process insurance claims on behalf of Northern Lakes College.

Qualifications:

• Two Year College Diploma in Office Administration or Business Administration
• Canadian Risk Management designation or willing to obtain
• Valid Class 5 Driver’s License
• One year as a leasing clerk, insurance clerk, property agent, or housing administrator
• Two to Three Years of Administrative Experience
• Other combinations of education and experience may be deemed equivalent

Suggested Additional Qualifications: 

• Certified RPA, or CPM designations
• High Degree of problem solving
• Excellent interpersonal skills and communications
• Excellent computer skills, word processing, spread sheeting and data mining

This position is covered under the Collective Agreement between Northern Lakes College and the Alberta Union of Provincial Employees