Front Office Assistant, Faculty of Education term
3 weeks ago
**This is a term position ending January 16, 2024**
**Responsibilities**:
- Receives inquiries in-person, by phone or in writing and responds directly, using knowledge of the policies and procedures of the Faculty of Education, and the University, or takes messages for others to respond.
- Provides basic information and assistance to students for academic and other enquiries they may have. For academic advising or more detailed concerns, refers students to the appropriate Academic Advisor, Department Chair, and/or Associate Dean.
- Ensures accurate inventory management and adequate stock of office supplies, coffee and Faculty of Education complimentary gifts.
- Keeps a variety of accurate and updated student lists for purposes of: communication with specific groups.
- Running enrolment reports to monitor registration and course overload during registration period.
- Running unofficial student transcripts as needed.
- Assist Faculty and Contract Faculty with Microsoft Word, Excel, PowerPoint and Outlook using advanced knowledge of these programs, as well as other software programs used campus wide.
- Act as a liaison with instructors, faculty, students and other University departments and external agencies, including arranging for support services, distributing and collecting information and mailings, and maintaining confidentiality.
- Arrange courier services for faculty research and manuscripts.
- Request deletion, extensions and creation of network accounts for all faculty and staff as required
- Greets, assists and/or directs students and the general public.
- Receives, opens and distributes mail for Faculty of Education and Developmental Studies
- Schedules and arranges logistics for Faculty of Education meetings: booking rooms, arranging for AV equipment and food service.
- Operates and/or trains others in the operation of automated office equipment.
- Maintains photocopiers and network printers by ordering supplies, clearing paper jams, calling for service as required.
- Coordinates the repair and maintenance of office equipment.
- Keeps current on office software and recommends improvements and enhancements.
- Updates and maintains the Faculty of Education electronic bulletin and faculty and program profiles.
- Organizes and maintains the Faculty’s bulletin boards and posts information on Education related news, conferences, seminars, courses, and available job opportunities.
- Provides support for the Education Students Association by booking rooms for meetings, collecting membership or function fees and forwarding notices to Faculty for announcements in class, and other requests as required.
- Securely locks and tracks all valuable AV equipment owned by the Faculty of Education.
- Disposes of University assets as outlined in University policies
- Provides back-up to other positions in the area as required or assigned.
- In consultation with the Director of Developmental Studies, determines courses to be offered for the Developmental Studies program
- Enters final draft of the timetable into Colleague software.
- Organizes employment contracts for all new CAS faculty members from the Developmental Studies program.
- Responsible for tracking Right of First Refusal (ROFR) spreadsheet for the Developmental Studies program.
- Update all correspondence including all program information and website material.
- Purchasing all classroom and program supplies for the Developmental Studies program.
- Monitors program budget including catching discrepancies, processing invoices, and depositing incoming revenues from field trips and/or events.
- Reconcile Visa for the Director of Developmental Studies program.
- Other duties as assigned
**Qualifications**:
- High school completion with office skills and completion of a formal training program in office skills from a recognized institution.
- University education would be an asset.
- 3-5 years directly related office experience.
- Knowledge of University regulations, programs, policies an asset.
- Familiarity with Faculty of Education preferable.
- Ability to exhibit maturity when responding to enquiries, good work ethic and sound judgment.
- Good working knowledge of Microsoft 365 and knowledge of or ability to acquire other computer programs preferable.
- Must be able to plan, organize and coordinate administrative work activities to ensure completion within established deadlines.
- Ability to establish and maintain effective working relationships with students, staff, public and external contacts, tactful and diplomatic.
- Ability to gather and organize information into useful and explanatory formats.
- Ability to understand and communicate university specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
- Ability to multi-task with conflicting demands for attention.
- Problem solving, organizational ability and assessment skills required.
**Condition(s) of Employment**:
- Must be legally entitled to work in
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