Description:
The Office Assistant provides administrative/clerical assistance to the Residence Coordinator and assists in the day-to-day operations of the Residence Department. The Office Assistant will act as a backup in the absence of the Residence Coordinator. This position will provide the best possible service to all students and clients, as well as provide general inquiries regarding Residence services. Other duties may include:
- Assist with the administrative process, reporting and documentation requirements for incoming and outgoing residents.
- Assist with, administer and track financial processes including; monitoring student accounts (and non student accounts where applicable), rent, receipts, security deposits, fines and fees, and forward accounts to appropriate departments.
- Process payments and ensure student accounts are up to date and conduct follow-up as required.
- Assist with reports and other compilations to meet both internal and external reporting and remittance requirements, including hotel tax information and remittance to relevant Government authorities.
- Recognize, answer and respond to all daytime emergencies, and collaborate with other departments or external stakeholders/agencies (RCMP, Ambulance, Fire Department, Parents etc) as necessary.
- Communicate with Facilities Maintenance and external business supports to ensure maintenance of residence and that maintenance issues are resolved in a timely manner.
- Perform data entry, filing, manage mail and general notices (bulletin boards) as required.
- Cover duties of the Residence Coordinator in their absence, and work with other Residence Staff to be on-call on a rotating schedule to deal with residence policy and procedure complaints after hours and conduct or assist with check-in orientation over weekend hours.
- Respond to pre, current and post residence inquiries and provide support and guidance for students/parents.
- Assist and recommend solutions to residents in resolving personal and intra-unit problems, deferring major problems and evictions to Residence Coordinator.
- Arrange tours of Residence.