Office Assistant, Executive Education, Edwards

3 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Office Assistant, Executive Education, Edwards School of Business**:
**Primary Purpose**:
The Office Assistant will provide high-quality administrative support and operational coordination for Edwards’ Executive Education programs. The Executive Education unit within Edwards School of Business is focused on providing market-relevant non-degree programming for business executives and professionals, offering both customized programs for organizations and public workshops in various business disciplines. This unit fosters and promotes lifelong learning for working professionals and strengthens the connection between the business community and the Edwards School of Business.

**Nature of Work**:
Reporting to the Business Operations Manager, the Office Assistant provides effective and efficient administrative support and client service which is critical to the success of Edwards Executive Education. This position works in a dynamic, team-oriented environment where multiple priorities, tight deadlines, and high-volume workloads are the norm. The role requires an individual who can thrive in a fast-paced setting, prioritize competing demands, and maintain a high-level of accuracy and professionalism under pressure.

The professional image of Edwards Executive Education is upheld by this position through high-quality customer service standards with a variety of stakeholders. The Office Assistant plays a key role in ensuring effective communication with internal and external stakeholders. The incumbent requires strong problem-solving and customer service skills to resolve customer needs. They must navigate frequent interruptions and shifting priorities while remaining focused on delivering a high standard of administrative support.

The standard hours of work are 9:00 am to 5:00 pm, Monday to Friday; however, some flexibility in hours may be required on occasion. Travel within Saskatoon may also be required on occasion.

**Accountabilities**

**Administrative**:

- Address client issues and inquiries using established methods and practices; refer complex situations to appropriate team members, as necessary
- Prepare and maintain record of contracts for facilitators, faculty, and custom clients using Edwards Executive Education agreement templates
- Perform a variety of general office duties, including but not limited to filing, sorting and distributing mail, receiving deliveries, and data entry
- Support colleagues with preparing, printing, and organizing program materials and resources

**Operations**:

- Administer office supply inventory, coordinate orders, and process vendor payments to ensure smooth day-to-day operations
- Order on-site catering services, ensuring that necessary items such as snacks and coffee are replenished, and coordinate with catering staff to arrange hospitality for events
- Liaise with vendors and service providers to arrange maintenance of office equipment and ensure that equipment is well-maintained
- Serve as the building property operations point of contact, addressing facilities maintenance and operational issues as needed
- Organize the setup and takedown of program workshops, ensuring that meeting spaces are prepared and functional for both onsite and offsite events

**Customer Service**:

- Foster a welcoming and positive environment for participants, faculty, staff, and visitors, ensuring that all inquiries are handled professionally and efficiently
- Address and resolve participant or stakeholder concerns related to administrative services, escalating complex issues to the Business Operations Manager as needed
- Maintain high standards of customer service in all interactions, ensuring a client-focused approach to meet the needs of Edwards Executive Education participants and staff
- In addition to the primary duties and accountabilities outlined above, the incumbent may be required to perform other duties as assigned._

**Q**ualifications**:
**Education**:
Completion of a Grade 12 diploma and relevant post-secondary program. An equivalent combination of education and experience may be considered.

**Experience**:
One to three years’ experience in an office environment, preferably within the education sector or a related industry. Experience with catering orders, food safety, and dietary restrictions would be an asset.

**Skills**:

- Demonstrated effective interpersonal, verbal and written communication skills
- Demonstrated ability to provide excellent customer service in a timely, positive, and professional manner
- Excellent attention to detail and ensures accuracy in all aspects of their work, including data entry
- Demonstrated ability to organize work, maintain punctuality, set priorities, meet deadlines, work independently, take initiative, and effectively handle disruptions in a fast-paced, high-volume setting
- Ability to maintain confidentiality while handling sensitive information in a tactful and professional manner Demonstrated proficiency in Microsoft Office

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