Receptionist/administrative Assistant

Description:

Reporting to the Department Secretary and indirectly to the Administrative Officer, the Receptionist/Administrative Assistant is the first point of contact for the Department. The incumbent provides general reception and administrative support to all members of the department, acts as a faculty resource person, answers inquiries from students, faculty, and the general public by applying a number of established precise procedures and when necessary, redirects queries to appropriate personnel.

This role is responsible for a variety of duties that includes creating a welcoming and inclusive front office experience, coordinating and facilitating events, and supporting accounting processes. This position assists the Department Secretary with general administrative tasks and provides back-up coverage for the Department Secretary and Graduate Secretary in their absences.

Job Requirements

Experience:
A minimum of one (1) year of relevant experience in a similar position, preferably in a post-secondary environment or a comparably large and complex environment and/or an equivalent combination of education, training, and experience.

Knowledge/Skills/Abilities:

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to prioritize and manage time and tasks with attention to detail.
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to interpret policies and procedures and experience with standard office equipment.
• Ability to adapt to changing technologies and procedures.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Experience composing various business communications such as emails, memos, and reports.
• Experience in maintaining confidential and sensitive information.
• Experience with event planning and coordination considered an asset.
• Experience with University systems: BANNER, FMIS, and FAST and social media platforms (e.g. Twitter, Linked In) considered assets.
• Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, MS Teams).
• Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
• Ability to manage multiple tasks and priorities within an environment with frequent interruptions.