Administrative Support Specialist

**General Description**:
The Administrative Support Specialist serves as the first point of contact with students, internal staff and faculty, and external visitors to the Vancouver campus, and provides diversified clerical, secretarial and administrative support to various areas, as well as switchboard coverage. Responsibilities include greeting and directing campus visitors, vendors, and distinguished guests in a welcoming and professional manner; maintaining an upbeat and energetic rapport with students and staff; coordinating daily office activity; computerized data management; use of electronic mail.

**Supervision Received**:
Reports to the Assistant to the Campus Executive. Receives general oversight and supervision concerning methods, procedures and policies and receives day-to-day work direction from the Assistant to the Campus Executive. The incumbent is expected to work independently on assigned projects and may receive direction on special projects from the directors in other areas.

**Principal Duties**:

- Maintains the day-to-day operations of the reception area for the Vancouver campus. Serves as the face and voice of the University to the Vancouver community. Greets and directs all campus visitors, students, and staff. Interviews visitors to determine the nature of their business, announces visitors to appropriate personnel, assigns security badges to visitors and retrieves them when visitors depart.
- Responds to student requests and directs them to the appropriate personnel.
- Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel. Responds to general questions about the University/campus and provides callers with the campus address, directions and/or directs them to other information available on-line.
- Analyzes requests for assistance or information and, within the appropriate scope of this position, either fulfills the request or forwards it to the appropriate individual.
- Handles deliveries and couriers.
- Assists the Marketing Department in preparing, coordinating, and shipping University brochures and other related materials to agents, schools, and recruitment fairs.
- Coordinates bookings of classes on and off campus.
- Prepares and orders catering requests for various meetings or activities related to school functions.
- Prepares and updates monthly schedules for student receptionists’ shifts.
- Performs other work-related duties as assigned.

Required Qualifications:
1. High School degree or GED required.

2. Completion of commercial courses related to secretarial, general office and administrative skills required; or demonstrated equivalency through work experience.

3. A minimum of two years of experience in an office environment required including receptionist and administrative responsibilities. Previous experience at a school or college is desirable.

4. Personal computer proficiency for word processing, spreadsheet, and data management. Knowledge of Microsoft Office Suite required.

5. Strong interpersonal and oral and written English communication skills. Ability to effectively interact with and understand the needs of international students. Fluency in another foreign language is desired.

6. Ability to work independently with mínimal supervision and as part of a team, and to multitask and set priorities to meet deadlines.

7. Canadian residency or valid work permit required.

Preferred Qualifications:
1. Must be knowledgeable of office, campus and University policies and procedures, and capable of communicating this information.

2. Capable of frequent independent judgment, discretion, initiative, and the assumption of responsibility within the defined scope of this position.

3. Ability to independently compose correspondence and other material and perform editing and correction of punctuation and spelling.

4. Must be able to work on a diversity of projects simultaneously and maintain professionalism and a high level of accuracy.

5. Ability to handle phone calls and personal contacts in a very professional manner and communicate clearly and concisely.

6. Ability to maintain composure under pressure.

7. Must maintain an accurate filing system and budget records.

8. High degree of reliability and punctuality.

Hours Worked

35 hours per week

Posting Date: 09/24/2024 Special Instructions to Applicants: Application Types Accepted: Application for Employment