Administrative Support Specialist, Co-op Programs
3 weeks ago
Position Overview:
This role is integral to the operational success of the Co-op Education unit at Brock University, a distinguished institution recognized for its commitment to diversity and excellence in education.
Key Responsibilities:
- Serve as the primary point of contact for students, employers, faculty, and the public through various communication channels.
- Manage and oversee common email accounts, ensuring timely responses and appropriate distribution of inquiries.
- Maintain and update records for students and employer partners within the internal database.
- Conduct audits on co-op student data and registration processes each term.
- Generate and analyze reports related to appointments, employment statistics, and work term records.
- Provide first-level troubleshooting support for the internal database across all user groups.
- Perform routine updates and maintenance of database modules and forms.
- Test database functionalities following system updates to ensure optimal performance.
- Post job opportunities on the job board database, ensuring accuracy and completeness.
- Coordinate interview arrangements for students and employers, including scheduling and logistics.
- Support the planning and execution of workshops and programming events.
- Track and manage the hybrid work schedule of the team.
- Prepare and process financial documents, including invoices and purchase orders.
- Assist with employment contract processing within the HRIS system.
- Provide administrative support to the management team 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 a high-volume administrative support role, preferably within a university setting.
- Proficient in Microsoft Office Suite, database management, and various web-based applications.
- Strong attention to detail and a commitment to maintaining accuracy in all tasks.
- Familiarity with confidentiality regulations and privacy legislation.
- Ability to work independently while fostering a collaborative environment.
- Exceptional customer service skills and a proactive approach to problem-solving.
- Capacity to prioritize tasks and manage time effectively with minimal supervision.
Preferred Skills:
- Experience with the Orbis platform is an asset.
Compensation and Benefits:
- Salary range is competitive and commensurate with experience.
- This position includes comprehensive benefits, including a tuition waiver.
Brock University values diversity and encourages applications from all qualified individuals. We are committed to providing accommodations for applicants with disabilities throughout the selection process.
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