Administrative Assistant/ Front Desk

5 months ago

Dartmouth, Canada CBBC Career College Full time

**Job Description: Administrative Assistant/ Front Desk**

**Reports to: Campus Director**

The job of Administrative Assistant is established for the purpose/s of providing office

and administrative support to the day-to-day operations of CBBC Career College

programs and/or services; monitoring projects and/or activities; and communicating with

students and staff on a variety of levels.

**Administrative Assistant / Front Desk**

Ø Primary function is manning the front desk and assisting students, instructors, and

office/management staff with all aspects of administrative procedures.

Ø Coordinates a variety of activities for the purpose of implementing services in

conformance with established guidelines and/or objectives.

Ø Maintains documents, files, and records for the purpose of providing up to date

reference and audit trail for PCC compliance.

Ø Prepares written materials for the purpose of documenting activities, providing written

reference, and/or conveying information.

Ø Processes a variety of information documents and materials for the purpose of

disseminating information to appropriate parties.

Ø Responds to inquiries from a variety of internal and external parties (e.g. faculty,

administrators, students, public agencies) for the purpose of providing information,

facilitating communication among parties, and/or providing direction.

Ø Provides assistance with clerical and administrative functions.

Ø Assists other personnel for the purpose of supporting them in the completion of their

work activities.

**Skills, Knowledge and Abilities**

**SKILLS **are required to perform multiple tasks with a need to occasionally upgrade skills to meet changing job conditions.

**KNOWLEDGE** is required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multistep written and oral instructions.

Specific knowledge-based competencies required to satisfactorily perform the functions of the job include common office machines, and office methods and practices.

**ABILITY** is required to schedule activities and/or meetings; gather and/or collate data; and use basic job-related equipment.

Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods.

Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation.

Specific ability-based competencies required to satisfactorily perform the functions of the job include adapting to changing work priorities; communicating with diverse groups; and meeting deadlines and schedules.

**Main Tasks and Responsibilities**

Ø Fielding incoming phone calls

Ø Maintaining and keeping up-to-date student files

Ø Ensuring written messages are delivered to appropriate student or staff.

Ø Completion of general typing, photocopying, filing and mail merge upon request by staff

Ø Sending attendance and marks to proper student caseworkers when asked

Ø Collecting all course marks needed for graduating students.

Ø Entering in database, printing off formal transcripts and diplomas

Ø Mailing out all graduation documents within 2 weeks of completion

Ø Assisting other staff with duties when requested

Ø Maintaining office supplies

Ø Receiving account payments, dispensing receipts for same

Ø Giving books to students and printing out statements

Ø Employee should project a professional image.

**Requirements**:
Post-secondary education, with specialization in Office Administration Training and/or equivalent related experience.

**Essential Skills**

Ø Reading text

Ø Document use

Ø Writing

Ø Numeracy

Ø Oral communication

**Thinking Skills**

Ø Problem solving

Ø Decision making

Ø Critical thinking

Ø Job task planning and organizing

Ø Significant use of memory

Ø Finding information

Ø Working with others

Ø Computer use

Ø Continuous learning

Pay: $42,000.00 per year

Schedule:

- Monday to Friday

**Education**:

- Secondary School (required)

**Experience**:

- Front desk: 1 year (required)
- Administrative experience: 1 year (required)

Work Location: In person

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