Internal Assistant

3 weeks ago

North York, Canada York University Student Centre Inc. Full time

**JOB DESCRIPTION**

**JOB TITLE: Internal Assistant**
Department: Internal Administration
Report To: Internal Coordinator
Position Type: 1 Year Contract
Pay: $22.00 - $26.00

**JOB STATEMENT**

Takes responsibility for all areas of YUSC office administration. This includes the areas of the reception, office management, promotional bookings, vending program and office IT requirements. Guides the reception team towards achieving established goals and objectives. Ensure highest standards of customer service are met.

**ESSENTIAL FUNCTIONS**

A. **Planning**
1. In cooperation with the Executive Director, establish a yearly plan, budget and objectives for the administrative operation
2. Assist in Developing a schedule for vending operation and promotional booking (table and food court area) with the purpose of maximizing revenues and develop policies and procedures accordingly.

3. Assist in Developing and implement policies and procedures to govern the use of the club rooms, meeting rooms and services provided to organizations.

4. Advise and recommend to Executive Director major office related capital requirements (i.e. equipment needs, service needs)

5. Establish and maintain office supplies inventory including office equipment.
6. Establish control systems for office supplies and key inventory
7. Arrange, attend, and perform secretariat functions for a variety of meetings as required by the ED, Board or other YUSC committees.
8. In cooperation with the Executive Director, plan and execute office social events, training sessions, yearly managers’ retreat, and other events from time to time

B. **Operational**
1. Respond to queries raised by including student clubs regarding club office space and operational issues
2. Inspect club offices on bi-annually to review damage
3. Develop and implement communication system for building users and related university offices, including the hosting of regular building-wide meetings
4. Develop, organize and manage office clerical and reception staff, procedures and policy
5. Provide occasional in-field assistance at events from time to time

C. **Human Resources**

1. Effectively coordinate the efforts and performance of the reception
2. Guide development of reception training programs and materials, including staff manual

1 of 1

3. Handle all employee disciplinary actions up to and including termination for reception Matters of termination to be reviewed in advance with the Executive
Director.

4. Any other tasks as assigned from time to time by the Executive Director

**JOB SPECIFICATIONS**

1. College Diploma or higher with a focus in office administration or commensurate experience

2. At least 2 years in an administrative position with at least 1 year in a supervisory capacity.

3. Excellent oral and written communication skills
4. Ability to draft budgets
5. Demonstrated ability to deal courteously and effectively with client groups and staff
6. Ability to exercise tact and judgement
7. Experience with design, promotions, website and an asset
8. Excellent organizational skills

**Job Types**: Full-time, Fixed term contract

**Salary**: $22.00-$26.00 per hour

Expected hours: 40 per week

**Benefits**:

- Dental care
- Extended health care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- North York, ON M3J 1P3: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- administrative position: 2 years (required)
- supervisory: 1 year (required)

Work Location: In person

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