Part-time International Administrative Support

7 days ago

Kitchener, Ontario, Canada Conestoga College Full time

Requisition Details:

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Job Title:Part-time International Administrative Support Assistant**:

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Requisition #:23-1016R1**:

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Campus: Doon

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Department: International & Government & Community Relations Support

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Starting Rate: $28.20

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Hours/Week: 24

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Posting Date: Thursday, November 23, 2023
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Closing Date: Thursday, November 30, 2023 at 11:59 PM EST
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Vacancy Type: Support Staff
  • Parttime Regular
Support Staff Regular Part-time New Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)


As the first point of contact for the International Office, the International Administrative Support Assistant provides customer service excellence, professionalism, and cross-cultural sensitivity to both internal and external stakeholders.

They must be able to balance a wide variety of reception and operational tasks and responsibilities within a busy office setting.

As a triage specialist, the incumbent provides information, resources, referrals, guidance, and instructions to all visitors and/or requests, by ensuring timely support and resolution for all inquiries.


The Assistant effectively monitors existing queuing systems and lineups (crowd control), while servicing visitors in a friendly, professional, and orderly manner.

The incumbent also provides a variety of administrative and operational assistance to the International Office staff across all campuses on an as-needed basis.


Responsibilities:

  • Responds to all inquiries and requests by providing detailed information to a variety of stakeholders (i.e., students, parents, agents, staff, etc.) either inperson, via telephone, or electronically, using patience, cultural sensitivity, and thoroughness
  • Assists and guides students experiencing difficulties with accessing the International Application Service (OCAS) portal by providing stepbystep instructions
  • Maintains the office's student selfserve area and helps students with various tasks, including reviewing the college portals or college websites and printing portal documents or letters
  • Provides support or triages to the appropriate service or other college department
  • Keeps current with changes or additions to the admissions policies and procedures, IRCC temporary rules and regulations, collegewide services and procedures, or other "goodtoknow" information for all stakeholders
  • Advises discontinued students regarding the process, procedures, and policies upon returning to a program, including referring students to the appropriate Academic Advisor or Program Coordinator for the next action plan and future options
  • Verifies new and current student's tuition fees and payment details for both overseas and students in Canada
  • Resolves student issues or complaints that result in positive outcomes and customer satisfaction
  • Monitors and ensures timely and efficient service of international students waiting for service in the queue
  • Views student documents and receipts to assist students with the next steps in their admission process through the International Application Service (IAS) portal at OCAS
  • Uses SIS to analyze, verify, or update student information (i.e. Study/Work Permit, contact information)
  • Offers general assistance to students who inquire about international student health insurance plans, housing, or other various queries
  • Remains current on dates relevant to the admission process, including fee deadlines, program/course drop dates, etc.,
  • Works with the manager and other international departments to coordinate and maintain updated listings of activities, webinars, and other events for both students and staff
  • Actis as the key holder for meeting rooms/storage spaces and assists with booking spaces
  • Maintains inventory, and orders and tracks office supplies and equipment
  • Resolves printer service and IT Help Deskrelated issues
  • Collects and distributes daily mail, receives courier packages, and other items sent to the International Office
  • Serves as a liaison between students and the International Student Advisors or International Transitions Coordinators during busy or peak periods by screening and gathering information from international students

Qualifications:

  • Twoyear Diploma in Office Administration, Business, Communications, Social Sciences, or related field of study
  • Two years of experience in an office setting with a focus on customer service, preferably working with students in a college environment
  • Related experience working with newcomers to Canada from diverse cultures is an asset
  • Highly developed client service skills, including the ability to respond professionally with tact, diplomacy, discretion, and respect confidentiality
  • Excellent oral and written, communication, and listening skills with an emphasis on communicating with individuals who are nonnative English speakers
  • Ability t

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