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Administrative Support Specialist, Undergraduate Services

3 months ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time

Administrative Support Specialist, Undergraduate Services

Primary Objective: Serving as the welcoming presence of the Undergraduate Student Office (UGSO), this role is dedicated to providing a supportive and informative first point of contact for students, faculty, staff, and visitors. The position plays a crucial role in facilitating the academic and personal aspirations of individuals at the University.

Job Responsibilities: Reporting to the Manager of Undergraduate Student Services and Records, this position is situated in a bustling environment characterized by high interaction levels and diverse demands. The role primarily involves face-to-face and telephonic communication, adhering to elevated customer service standards. Ideal candidates will possess a friendly, patient, and empathetic demeanor, coupled with strong analytical and interpersonal skills to manage inquiries effectively.

Key Duties:

  • Deliver exceptional front-line service by addressing inquiries from students, faculty, and visitors to ascertain appropriate referrals within the UGSO;
  • Maintain a welcoming and accommodating atmosphere in the front-office to cater to the diverse needs of the student body;
  • Utilize sound judgment in scheduling appointments with Academic Advisors based on preliminary assessments of students' academic progress;
  • Stay informed about the policies, procedures, and schedules relevant to student services within the College of Arts and Science;
  • Manage office correspondence and confidential deliveries to the UGSO;
  • Prioritize and organize student requests while maintaining workflow within the UGSO's management system;
  • Assist in coordinating academic advising appointments through the designated scheduling platform;
  • Perform data entry tasks to track inquiries and maintain records;
  • Oversee the content displayed on the student information scroll bar in the office;
  • Aid in the upkeep of student academic files within the electronic document management system;
  • Collaborate with office and advising staff as necessary;
  • Engage in additional responsibilities as assigned to support the unit's objectives.

Qualifications: Completion of Grade 12 and a recognized one-year post-secondary program in secretarial or office administration. An equivalent combination of education and experience may be considered.

Experience: A minimum of two years of demonstrated customer service experience in a fast-paced front-line service role, preferably within a university environment. Familiarity with the organizational structure and practices of the college and university, including student services.

Skills: Proven interpersonal and communication skills (both oral and written), active listening, and the ability to engage effectively with diverse populations. Strong problem-solving abilities, emotional resilience in challenging situations, and the capacity to maintain confidentiality are essential. Candidates should be detail-oriented, proficient in Microsoft Office applications, and capable of managing multiple priorities while working independently in a team-oriented setting.