Outreach Activities Administrator

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The position is the first point of contact for CEMC clients and is primarily responsible for customer service and outreach administrative support for various CEMC activities such as: contests, book orders, workshops, events, etc. The role involves answering or directing inquiries, problem solving customer issues, record keeping, organizing activities and client communications support. The position provides staff and faculty support as needed and offers day-to-day office administration such as supplies ordering, data entry and general office duties.

**Responsibilities**:
Outreach Activities support - CEMC contests
- Place, coordinate, and organize the administration of contest orders (both new and late) using the contest registration system
- Enter new customer information into a contest registration system
- Help resolve issues as appropriate or bring issues forward to others in CEMC

Outreach Activities - CEMC book orders
- Process, package, and ship CEMC publication orders (both international and domestic)
- Track, reconcile and maintain CEMC publications inventory
- Order new books as needed to ensure sufficient inventory in stock
- Track and reconcile CEMC book inventory

Outreach Activities support - workshops and events
- Provide logístical support to the Events team and faculty facilitators
- Help resolve issues as appropriate or bring issues forward to others in the CEMC

General clerical and communications support
- Using a client focused lens, provide input on new web content and report communications pieces that may need updating according to client feedback
- Participate on communications teams, projects or committees to provide support and institutional knowledge
- Coordinate and maintain the inventory of supplies and equipment such as printers, photocopiers, and other supplies, including the service/maintenance of these items
- Provide support to all areas of the CEMC as required, including clerical support for staff and faculty
- Other duties as assigned to support CEMC activities

Qualifications:

- College diploma or some post-secondary education in office administration and/or customer service and minimum 5 years of equivalent experience and training
- Experience with customer service and office administration provision in a high-paced service setting
- Intermediate experience with web-based order entry and customer database systems
- Experience with project management systems like Jira and Asana would be considered an asset
- Intermediate experience in office procedures and processes
- Intermediate experience with Microsoft Word and Excel
- Experience executing events logistics
- Experience with outreach in a post-secondary environment considered an asset
- Experience working with ESL individuals (English as a Second Language)
- Experience handling sensitive and confidential information with discretion
- Experience in a secondary or post-secondary school work environment considered an asset
- Ability to respond to customer needs in a timely, professional, helpful and courteous manner regardless of customer attitude or English language proficiency
- Excellent written and verbal English language skills
- Bilingual would be considered an asset (ie: French, Mandarin)
- Excellent attention to detail skills required
- Knowledge of University policies and procedures considered an asset
- Ability to work independently and as a team in a busy environment with competing deadlines

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

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