Office Coordinator, Residences and Ancillary

1 month ago

Belleville, Canada Loyalist College Full time

**Salary**
- $28.56 - $33.11 Hourly**Location**
- Main Campus: Belleville, ON**Job Type**
- Full-Time**Job Number**
- 2023-00096**Department**
- Residence**Opening Date**
- 06/15/2023**Closing Date**
- 6/22/2023 11:59 PM Eastern**Bargaining Unit**
- OPSEU421-SS-FT**Start Date**
- ASAP**Payband**
- F - $28.56 (start rate) - $33.11 (4 yr rate)**Hours**
- 35 hours per week**Length of Term**
- Permanent**Closing Date for Internal Consideration**
- 06/20/2023**Posted in accordance**DESCRIPTION**

**BENEFITS**

**QUESTIONS**

**About Loyalist**

Loyalist College is located on the territory of the Huron-Wendat, the Anishinaabeg, and the Haudenosaunee people. We acknowledge our shared obligation to respect, honour, and sustain these lands and the natural resources contained within.

Loyalist College is Ontario’s Destination College - empowering students, faculty, staff, and partners through experiential, industry focused, cluster-based education, training, and applied research programs. Located on more than 200 acres in the beautiful Bay of Quinte region, the College is perfectly positioned between Toronto, Ottawa, and Montreal. Loyalist College is a close-knit community where students and their success come first. Loyalist provides personalized attention in small classes, rewarding field placements, and superior student services. Its Belleville, Bancroft, Port Hope and Toronto campuses support programs and services for more than 6,000 full-time and 8,000 part-time students each year.

**Position Summary**

Reporting to the Director, Residences and Ancillary Services the incumbent provides support to newly arriving students to facilitate their transition to living and studying in Canada, Belleville, and the Loyalist College campus. The incumbent will coordinate all departmental services by providing personal, friendly and caring front-line service to all students to maximize and retain students on campus. The incumbent acts as a support for the students living in residence and also provides a wide range of administrative services for the residences and ancillary services, under the direction of the Director, Residences and Ancillary Services

**Duties and Responsibilities**
- Preparing and processing sensitive and confidential information and correspondence
- Coordinating the Manager’s and Director’s schedules
- Maintaining departmental files and records
- Sourcing and purchasing office equipment and supplies
- Identifying, assembling, organizing and producing materials and information for reports, meetings, and presentations in conjunction with the Manager/Director
- Verifying and reconciling the accuracy of reports and documents (expense accounts, accounts receivable, budget reports, consumable purchases, department budget transfers)
- Reconciling corporate credit expense reports and checking staff expense claims to ensure they adhere to College policies
- Coordinating, producing, and submitting staff attendance records for reporting to payroll
- Working with the Residences and Ancillaries staff to provide onboarding information to students upon their arrival to the College Residence Communities and other ancillary services
- Working with the Off-Campus Housing Coordinator to provide relevant information to students seeking off-campus housing across Loyalist’s campuses
- Working with Dining services to ensure timely and accurate information is provided to students about dining options on College campuses.
- Ensuring students are aware and have an understanding of College and Residence policies and procedures
- Performing public relations duties for Residences and Ancillary Services by conducting residence tours for prospective students and their parents, as well as activities that promote the benefits of living on campus
- Assisting in the delivery of departmental programs including coordinating a variety of responses to issues/concerns that may arise
- Assisting in planning, scheduling, promotion, and delivery of programs and workshops promoting awareness and understanding of cultural practices
- Developing, producing, and distributing marketing materials aimed at promoting services to students
- Sorting and organizing mail and packages as it comes to the Residence office and arranging for same at other College campuses
- Assessing student needs and referring to appropriate Residence and Ancillaries staff and/or college supports, e.g.. Counselling services
- Providing support to the other Residence and Ancillaries staff at peak times, eg. Move-in/Move-out days

**Qualifications**
- Minimum two (2) year diploma in Business Administration, Education, Higher Education, Social Work or related field
- Minimum three (3) years’ experience in an office or residence environment with a good understanding of residence life, housing and event management
- Advanced computer/software skills including word processing, database management and spreadsheet software including MS Office Suite (Word, Powerpoint and Excel)

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