Receptionist
1 month ago
This position serves as the primary point of contact for faculty, staff, students, and the general public. The successful candidate will be responsible for coordinating graduate student visits, scheduling exams, and coordinating departmental lectures and events.
As a key member of the departmental team, the Receptionist will provide administrative support to faculty, staff, and laboratory directors. This includes handling mail distribution, ordering office supplies, and maintaining inventory records.
The ideal candidate will possess excellent communication and organizational skills, with the ability to work effectively in a high-volume and dynamic environment. They will be responsible for updating the departmental phone and room directory, as well as coordinating room bookings and audio-visual equipment loans.
Key Responsibilities- Meet and provide information to faculty, staff, students, and the general public, or direct them to the appropriate resource person.
- Schedule up to 40 graduate student visits per annum, coordinating itineraries and booking accommodation and catering.
- Assist with scheduling Comprehensive and MSc Exams, coordinating schedules and booking rooms and audio-visual equipment.
- Provide administrative support to the graduate program coordinator, monitoring admissions email and accessing the eVision system.
- Coordinate and collect TA documentation, and provide other related administrative support as required.
- Produce a variety of documents, including correspondence, memoranda, grant applications, and curricula vitae.
- Update faculty CVs, maintaining publication and invited presentations listings.
- Sort and distribute departmental mail, send and receive courier packages, and maintain inventory records.
- Coordinate departmental lectures, discussion groups, external examiners, and visitors to the department.
- High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
- Excellent verbal and written communication skills, as well as interpersonal and organizational skills.
- Ability to compose and edit correspondence, reports, presentations, and other written materials using clear, concise business English.
- Ability to maintain accuracy and attention to detail, prioritize work, and meet deadlines.
- Ability to work effectively in a high-volume and dynamic environment, and deal effectively and tactfully with individuals from all levels of the University community and the external community.
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