Receptionist/administrator

4 weeks ago


Newmarket, Canada City College of Business Health and Technology Full time

The Administrative Assistant is responsible to be the principle point of contact for the organization for phone calls and visitors. They are also responsible to provide support to various managers within the organization.

**Responsibilities**:

- Answer telephone enquiries and relay telephone calls when working in office
- Greet visitors, ascertain nature of business and direct appropriately
- Order office supplies and maintain inventory
- Create purchase orders for books
- Order student and instructors books
- Invoice students books
- Responsible for the shipping and receiving
- Receive payments and issues receipts for student transactions
- Record and prepare minutes of meetings
- Arrange travel schedules and make reservations
- Act as back-up for the Registrar, Financial Accounts Administrator, Financial Aid Officer, and Admissions when directed
- May compile data, statistics and other information to support research activities
- Enter lead information into PROFF when required
- Receive walk-in leads
- Schedule appointments
- Follow-up for appointments
- Photocopy and collate documents for distribution, mailing and database systems
- Send and receive messages using facsimile machine
- Maintain filing systems and controlling confidential materials and documents
- Help with keeping PROFF records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields
- Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance
- Respond to head office enquiries
- Register complaints and arrange appropriate meetings to resolve issues
- Prepare orientation packages
- Assist with orientation
- Plan, prepare, and carry-out graduation ceremonies
- Create and maintain current, incomplete, and graduated student transcripts
- Provide attendance sheets for instructors on a weekly basis
- Verify action plans are submitted based on student absences
- Advise program coordinators when student hours are missing
- Assist the instructors with Appendix H’s to ensure compliance with the ministry
- Enter student placement hours
- Review DATABASE and inform proper personnel of any issues or discrepancies
- Close the Academic files for incomplete and graduated students
- Assist with exit evaluations
- Input course evaluations
- Other duties as assigned

**Qualifications**:
EDUCATION

College Diploma in Office Administration, or related field is preferred.

EXPERIENCE

KNOWLEDGE
- Familiar with Private Career Colleges
- Private Career Colleges Act
- Accessibility of Ontarians Disability Act - Customer Service Standard

SKILLS
- Microsoft Office Suite
- Microsoft Outlook
- Google Mail, Docs, and Calendar
- Skype

ABILITIES
- Bilingualism - English and French is considered an asset but is not required
- Typing speed of 40 WPM with a minimum of 92 percent accuracy
- Conduct yourself professionally at all times
- Communicate with internal staff

WORKING CONDITIONS
- Position location: Newmarket, Ontario
- Work environment: Office position
- Hours of work: 40 hours per week
- Schedule of work is typically 8:30am - 5:00pm;
COMPENSATION

**Salary**: $16.50-$18.00 per hour

**Benefits**:

- Dental care
- Life insurance
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Newmarket, ON L3Y 7R8: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 2 years (preferred)

**Language**:

- Mandarin (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: In person

Expected start date: 2023-08-14



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