Administrative Assistant, Academic and Student
2 weeks ago
Faculty/Department Johnson Shoyama Graduate School Unit Johnson Shoyama Graduate School Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
This position is responsible for various administrative support tasks at the front desk. It is generally the first point of contact for prospective and new students, and requires excellent interpersonal and communication skills. The incumbent performs a variety of administrative and program support duties, which require a broad range of skills and general knowledge of both University and Faculty policies and procedures, especially FGSR policies and procedures.
The position is responsible for carrying out various administrative assistant duties in the main office of JSGS with a focus on processing information for student admissions, updating and maintaining students’ records, and assisting the Academic Advisor, Student Experience Officer, Student Recruitment and Events Coordinator, and Program Coordinator with administrative tasks related to students’ services and events.
Primary duties include:
- General reception and office duties which includes answering inquiries and providing advice and assistance to current and prospective students, the general public, and faculty members.
- Keep inventory of office supplies and coordinate with Financial Support for purchases;
- Provide administrative support for Master of Health Administration (MHA) residency to the SEO. Order parking passes, arrange meals for class days (includes attaining special dietary requirements, and allergy information), arrange hotel accommodation group rate, etc;
- Keeping track of inventory and assets. Assign and keep track of keys;
- Provide administrative support for events targeted at current students as well as community focus events;
- Scheduling courses in DCU and booking rooms;
- Coordinating work through facilities Management such as office moves as directed by the FA;
- Check admissions paperwork received from FGSR, obtaining clarifications when needed; Distribute welcome letters and other information to incoming students as directed by the Advisor;
- Other duties as assigned.
Position Requirements
- Minimum completion of a recognized office education program and three years office experience or equivalent combination of education and experience. Completion of some university level classes, particularly Administration background is an asset.
- Experience using Microsoft Office is required, particularly an in-depth working knowledge of Excel and spreadsheet use;
- Must have the ability to manage and track details;
- Effective oral and written communications skills and statistical/analytical skills are required; Good customer service and interpersonal skills with the ability to develop and maintain effective collegial working relationships with internal/external stakeholders is required;
- The ability to work independently under general direction or as part of a group;
- This is highly detailed and precise work that requires excellent knowledge of the FGSR admissions and registration process at the University of Regina. Additionally, the incumbent must have a thorough understanding of the different requirements associated with the various programs in the School (both URegina and USask campuses);
- Proficiency in the use of Banner Student, Caspur reports, GroupWise, and other University of Regina software;
- Demonstrated experience organizing events and delivering professional, competent customer service in a front office environment is required;
Physical Demands Pay Grade CUPE Phase 3 Salary Range $39,494.00 - $47,411.00 Status Term Work Hours
8:00 am - 4:30 pm Monday
- Friday, with lunch break 12-1 pm and two 15-minute coffee breaks
Duration (if Term/Temporary) 1 year (with possibility of extension or becoming permanent) Full-Time/Part-Time Full Time Preference Posting Target Posting
Additional Information
**Contact Information**
**Job Open Date**
- 06/29/2023**Job Close Date**
- 07/09/2023**Open Until Filled**
**Special Application Instructions**
**Diversity Statement**Competition Number**
- 20230568A/S
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