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Office Assistant, Accessible Learning Services

2 months ago

Toronto, Canada Seneca Full time

Position Summary

Reporting to the Manager, Administrative Services, the Office Assistant is responsible for front-line office support for Accessible Learning Services (ALS) and Counselling Services (CS), including administrative and scheduling supports for all roles within ALS and CS.

This role plays an important role in providing ongoing assistance to students with disabilities, including physical, sensory, hearing, vision, mental etc., and/or students who are experiencing academic stress and mental health challenges. As such, the Office Assistant is bound by confidentiality during the course of their work within the department and outside of regular duties.

Responsibilities

Acts as the primary point of contact for inquiries and requests from students, staff, and stakeholders for ALS and CS.

Directs and connects students to appropriate Seneca departments as needed.

Manages appointment scheduling for all ALS and CS staff, utilizing the shared scheduling application (Clockwork) to book, reschedule, and manage appointments efficiently.

Responds to emails and phone calls promptly, conveying messages accurately and efficiently.

Offers ongoing support to students with disabilities, those experiencing academic challenges, and individuals seeking counselling services.

Maintains confidentiality and discretion when handling student inquiries and information.

Assists with administrative duties common to both departments, such as processing invoices, organizing files, and managing office supplies.

Provides in-person supports for those accessing the services, welcoming and checking in students and visitors.

Ensures consistent and professional engagement with students, staff, and stakeholders from both departments.

Qualifications

Education

Minimum completed one (1) year certificate in office administration or a related field of study.

Experience

Minimum three (3) years of experience in a front office, counselling, and/or office administration role.

Experience working in post-secondary is an asset.

Experience working in the field of accessibility/disability services is an asset.

Skills

Great problem-solving skills, with the ability to exercise good judgment when dealing with sensitive and confidential information.

Exceptional communication and interpersonal skills, in order to effectively support the needs of a diverse group of students and staff.

Strong organizational and time management skills with the ability to manage multiple competing priorities.

Proficiency with software applications (i.e. Microsoft Office) and a customized appointment booking system.

Innovative mindset, with a focus on continuous improvement.

Note: A skills assessment test will be administered during the recruitment process.

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted. Equivalency will be assessed by the talent acquisition team.