Administrative Support Specialist
2 weeks ago
Position Overview
We are seeking a highly skilled and organized Administrative Support Specialist to provide exceptional reception and administrative support to the School of the Arts, Media + Culture (SAMC) departments at Trinity Western University.
About the Role
This is a 9-month contract from August 16 to May 15. The successful candidate will work closely with the faculty and staff to ensure seamless administrative operations, including reception, mail distribution, faxing, and message taking.
Key Responsibilities
- Act as the primary point of contact for RNT-East Wing and Music Building reception, managing mail, sending and receiving faxes, and taking clear messages for all faculty members.
- Provide administrative support to SAMC faculty, including word processing, data entry, filing, photocopying, and other secretarial services.
- Serve as the front-line contact for students, providing program information, distributing departmental forms, receiving schedule and room assignments, managing student locker assignments, and supporting student clubs.
- Welcome campus visitors, answering questions and directing them to their destinations.
- Manage calendars for SAMC dedicated spaces and liaise with department chairs for bookings and scheduling.
- Coordinate syllabi review and gradebook records annually.
- Organize meetings, prepare agendas, take minutes, and handle correspondence related to departmental activities.
- Maintain a secure and efficient office environment, ensuring supplies are available as needed.
- Assist with event administration, including printing posters, tracking ticket sales, arranging transportation, booking venues, and coordinating set-ups at off-campus locations.
- Distribute office keys to SAMC faculty and staff.
- Liaise with Campus Services and Security regarding building needs and safety concerns.
Requirements and Qualifications
To be successful in this role, you must possess excellent communication and organizational skills, ability to multitask, and prioritize tasks efficiently. Proficiency in Windows and Mac operating systems, Microsoft Office Suite, and Adobe Creative Suite is required. Accurate word processing, proofreading, and editing skills are essential, as well as experience with minute-taking and record-keeping.
Benefits of Working at TWU
- A comprehensive benefits package, including extended health, dental, and insurance, and an RRSP matching program.
- Annual statutory holidays and generous vacation entitlement.
- Tuition benefit for undergraduate and graduate courses to enhance knowledge and professional competency.
- Torch tuition scholarship for dependents of eligible employees attending TWU.
- Free access to TWU's fitness facilities and library.
- Discounts and perks for on-site bookstore and cafeterias.
- Wellness benefits, including counselling, sick days, and reimbursement for wellness-related purchases.
- Free employee parking on campus.
- Special community events throughout the year.
Who We Are
Trinity Western University is a Christian institution committed to academic excellence and faith-integrated learning. We value diversity, equity, and inclusion, and encourage applications from qualified candidates who share our commitment to these values.
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