Office Assistant

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/30/2023
**Req ID**: 30523
**Faculty/Division**: Faculty of Arts & Science
**Department**: Munk Sch Global Affairs & Public Policy
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00049490

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Munk School of Global Affairs & Public Policy proudly offers 14 teaching programs in various areas of global expertise. As part of the University of Toronto, weare home to exceptional Faculty, experts, researchers worldwide, and over 40 academic centres, labs, and programs. Our goal is to build a unique, world-renowned research, teaching, and public engagement centre that shapes the fields of global affairs andpublic policy. Our School unifies those who are passionate about these topics to discuss the problems of a fast-changing world.

**Your opportunity**:
The Office Assistant provides reception and administrative assistance at the Munk School of Global Affairs & Public Policy. The Office Assistant is the front-line receptionist and courteously greets and welcomes all visitors to the office, responds to inquiries and redirects to appropriate contact, assists the with Master of Public Policy program students and activities, answers the main telephone line, receives, distributes and sends courier packages and mail; coordinates room bookings and appointments.

The incumbent provides administrative assistance including creating and updating documents and spreadsheets, maintains filing systems and updates School lists, photocopies and collates materials. The Office Assistant works with the School administrative staff to coordinate logistics for events including making venue and catering arrangements, receiving registrations and compiling material needed for the events. The incumbent collects invoices and receipts for office expenses. To assist with the office operations, the incumbent maintains office supplies, places orders for office equipment maintenance and repairs, keeps logs of office equipment.

This is a term position with an estimated end date of Jan 5th, 2025.

**Your responsibilities will include**:

- Responding to enquiries within the defined scope of the role and redirectingas appropriate
- Booking rooms and arranging appropriate accommodations
- Liaising with contacts to ensure consistent administration procedures are followed
- Identifying and introducing variations to established administration processes
- Writing routine documents and correspondence
- Verifying the accuracy and completeness of documents
- Determining logístical details and activities for events and/or programming
- Making minor purchases

**Essential Qualifications**:

- College Diploma (2 years) in business administration or acceptable combination of equivalent experience.
- Minimum of two years recent and related clerical, administrative and/or reception experience in a post secondary educational institution
- Experience providing excellent customer services in a busy office environment.
- Experience scheduling appointments, booking rooms, booking travel arrangements and accommodations
- Experience maintaining electronic and physical filing systems
- Experience providing events support including coordinating schedules and arranging catering
- Experience writing, proofreading, and editing documents
- Experience making minor purchases, preparing expense, and reimbursements
- Experience working with databases.
- Experience organizing data and generating reports.
- Proficient in MS Word and Excel skills; skilled in data entry and working with databases
- Excellent verbal and written communication skills, with the ability to interact professional with others
- Excellent data entry skills
- Demonstrated ability to work in a fast pace, busy office
- demonstrated ability to interact with people ina tactful, polite, professional and diplomatic way
- Knowledge in FIS
- Ability to coordinate event logistics and perform event setup and closure, including but not limited to standing, bending, lifting and reaching etc.

**Assets (Nonessential)**:

- Experience with Canva would be an asset.

**To be successful in this role you will be**:

- Courteous
- Diplomatic
- Possess a positive attitude
- Proactive
- Tactfu

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