Administrative Support Specialist, Student Services
4 weeks ago
Administrative Support Specialist, Student Services
Primary Objective: Serving as the welcoming representative of the Undergraduate Student Office (UGSO), this role is essential in providing a friendly, sensitive, and supportive first point of contact for students, faculty, staff, and visitors. The position plays a vital role in helping individuals achieve their academic and student objectives at the University of Saskatchewan.
Nature of Responsibilities: Reporting to the Manager of Undergraduate Student Services and Records, this dynamic public-facing role is situated within the Undergraduate Student Office in the College of Arts and Science. It operates in a high-traffic environment characterized by competing demands and frequent interruptions. The position is primarily focused on face-to-face and telephone interactions, driven by high standards of customer service. It requires a specific personality type: friendly, patient, empathetic, tactful, culturally aware, analytical, and knowledgeable, with strong interpersonal communication skills and the ability to manage traffic flow during peak times while maintaining composure.
Key Duties and Responsibilities:
Deliver exceptional front-line service by responding to telephone and in-person inquiries from students, faculty, and visitors to determine appropriate referrals within the UGSO; Maintain a welcoming and accommodating environment in the front office to meet the diverse needs of the student body; Utilize sound judgment and efficiency in scheduling students with suitable Academic Advisors by conducting preliminary assessments of their academic programs and progress; Stay informed about College of Arts and Science and University schedules, policies, and procedures relevant to student services; Coordinate and manage office mail and confidential deliveries to the UGSO; Triage student requests and uphold the established workflow within the UGSO management system; Assist in maintaining academic advising appointments using the designated scheduling system; Perform data entry tasks, including tracking the nature of inquiries to the UGSO; Oversee the content displayed on the student information scroll bar located outside the UGSO; Support the maintenance of student academic files within the electronic document management system; Collaborate with other office and advising staff in the UGSO as needed; Undertake additional tasks as assigned to support the unit's and college's procedures and objectives.Education Requirements: Completion of Grade 12 along with a recognized one-year post-secondary secretarial or office education program. An equivalent combination of education and experience may also be considered.
Experience Requirements: A minimum of two years of demonstrated customer service experience in a fast-paced front-line service environment, preferably within a university setting in an academic department or unit. Familiarity with the college and university's organizational structure and practices, including admission and student services (registration, student records, convocation, student promotion standards, examinations, and scholarships) is essential.
Skills Required: Proven effective interpersonal and communication skills (both oral and written, including active listening and probing), along with an understanding of the impact of one's communication style on others; awareness of cross-cultural and diversity issues; strong investigative and analytical/problem-solving abilities; emotional maturity and resilience in challenging situations, with the capacity to handle stress calmly and effectively; ability to interact positively with co-workers, students, faculty, staff, and the general public; demonstrated tact, diplomacy, and discretion; initiative and good judgment in making independent decisions to effectively serve visitors to the UGSO; commitment to maintaining confidentiality at all times; proven organizational skills, with the ability to prioritize competing demands, meet deadlines, and effectively manage interruptions and unexpected situations; capability to work independently with minimal supervision in a collaborative environment; attention to detail; proficiency in Microsoft Office applications, electronic calendars, and the ability to learn additional software programs; and a working knowledge of relevant systems.
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Saskatoon, Saskatchewan, Canada University of Saskatchewan Full timeAdministrative Support Specialist, Student Services Primary Objective: Serving as the welcoming representative of the Undergraduate Student Office (UGSO), this role is essential in providing a friendly and supportive first point of contact for students, faculty, staff, and visitors. The position plays a crucial role in helping individuals achieve their...
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Saskatoon, Saskatchewan, Canada University of Saskatchewan Full timeAdministrative Support Specialist, Student Services Primary Objective: Serving as the welcoming presence of the Undergraduate Student Office (UGSO), this role is essential in providing a supportive and informative first point of contact for students, faculty, staff, and visitors. The position is dedicated to assisting individuals in achieving their...
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Saskatoon, Saskatchewan, Canada University of Saskatchewan Full timeAdministrative Support Specialist, Student Services Primary Objective: Serving as the welcoming representative of the Undergraduate Student Office (UGSO), this role is crucial in providing a friendly, sensitive, and supportive first point of contact for students, faculty, staff, and visitors. The position plays a vital role in assisting individuals in...
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Saskatoon, Saskatchewan, Canada University of Saskatchewan Full timeAdministrative 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...
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