Administrative Assistant and Receptionist

4 weeks ago

Burnaby, Canada Alexander College Full time

The Administrative Assistant and Receptionist will provide general reception duties and support the College in a variety of capacities. The Administrative Assistant and Receptionist will be providing front desk customer service to students, staff, instructors and administration members.

**REPORTING RELATIONSHIP**:
Reports to the Manager of Campus Operations

**EMPLOYMENT TYPE**:
Full time, permanent

**WORK WEEK**:

- Must have open availability on Monday to Friday, full-time, **5 days**/week. Schedule will vary from term to term and will include both daytime and evening shifts for a total of 40 hours a week, on 5 days a week. Flexibility will be required.
- College operating hours are 8:00 am to 9:00 pm and shifts are either opening (8:00 am -4:30 pm) or closing (12:30 pm - 9:00 pm).
- Saturday day shift may be required on occasion.

**LOCATION**: Burnaby Campuses (4805 Kingsway and 4603 Kingsway)

**EDUCATION & EXPERIENCE REQUIREMENT**:

- High School Diploma from a BC Secondary school (or equivalent)
- Minimum of one year’s related work experience
- One year of post-secondary education considered an asset

**QUALIFICATIONS**
- Knowledge of the BC College and University system;
- Superior oral and written communication skills;
- Experience working with speakers of other languages;
- Flexible with a ‘team player’ attitude;
- Able to take initiative and complete tasks as assigned;
- Familiar with Microsoft Office;
- Strong proficiency in English.

**SPECIFIC RESPONSIBILITIES**:
**Reception Administration**
- Keeping reception area clean and professional
- Closing and opening duties of the campus, as required
- Monitoring staff whereabouts (e.g. lunches/meetings)
- Receiving and sending faxes
- Handling and distributing outgoing mail
- Maintenance of information displays (organization and content) within campus (other than signs for Admissions, Student Activities or ACSA)
- Assessing supply levels and assisting with ordering of basic facility needs (e.g., staff food, coffee supplies, toner, basic office supplies, etc.)
- Creating & printing labels
- Filing
- Updating important phone number lists
- Updating internal phone list
- Updating Staff Birthday list and organizing Staff Birthday celebrations
- Maintaining parking information as needed
- Responding to parking concerns including the need of calling a tow truck
- Preparing monthly newsletters for staff and faculty
- Maintaining and updating reception training manual as needed
- Providing general information to staff and faculty (e.g. copier codes, etc.)
- Managing lost and found items
- Preparing envelopes for course archives
- Ordering office supplies
- First tier trouble shooting on photo copier and managing photocopy supplies
- Responding appropriately to facilities and campus concerns
- Providing administrative support to staff and instructor members as needed
- Forwarding instructor IT concerns to the IT team
- Arranging for services required for Alexander College Events

**Customer Service/Student Inquiries**
- Providing first point of contact and customer service
- Verifying student identification for exams
- Assisting students with general information and direct them to the appropriate department when needed

**Other**
- Training, and scheduling student workers at respective campus
- Attending scheduled team meetings
- Other duties as requested and assigned by the Director of Campus Operations and the Campus Operations Manager.

**HOW TO APPLY**:

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