Co-op Education Administrative Specialist

3 weeks ago

St Catharines, Ontario, Canada Brock University Full time

Position Overview:

This role is integral to the operations of the Co-op Education unit, providing essential administrative and programmatic support to facilitate smooth daily functions across various co-op initiatives.

Key Responsibilities:

  • Serve as the primary point of contact for students, employers, staff, and faculty through various communication channels.
  • Manage and oversee common email accounts, ensuring timely responses and effective distribution of inquiries.
  • Maintain and update records for students and employer partners within the internal database.
  • Conduct audits on co-op student data and registrations each term.
  • Generate and analyze reports related to appointments, employment statistics, and work term records.
  • Provide initial troubleshooting support for database users, including students and external partners.
  • Regularly update and maintain database modules and forms, ensuring accuracy and relevance.
  • Post job opportunities on the job board database, ensuring clarity and completeness of listings.
  • Coordinate interview schedules and logistics for students and employers, both on and off campus.
  • Assist in organizing workshops and programming, including logistical arrangements and materials preparation.
  • Track and manage the team's hybrid work schedule and office resources.
  • Prepare and process financial documents such as invoices and purchase orders.
  • Support the management team with administrative tasks as needed.

Qualifications:

  • Completion of post-secondary education in office administration or a related field, or equivalent experience.
  • A minimum of two years of experience in administrative support within a high-volume environment, preferably in a university setting.
  • Proficient in Microsoft Office Suite, database management, and web-based applications.
  • Strong attention to detail and accuracy in all tasks.
  • Familiarity with confidentiality standards and privacy regulations.
  • Ability to work both independently and collaboratively.
  • Excellent customer service skills and a proactive approach to problem-solving.
  • Strong organizational skills with the ability to prioritize tasks effectively.

Preferred Skills:

  • Experience with the Orbis platform is an asset.

Compensation and Benefits:

  • Salary range based on the OSSTF (I) Salary Scale.
  • Comprehensive benefits package, including tuition waiver.

Brock University is committed to fostering a diverse and inclusive workplace. We encourage applications from all qualified individuals, including those from underrepresented groups.

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