Receptionist and Office Coordinator

**Receptionist & Office Coordinator Job Description**

Reports to the Executive Director, Student Union of Confederation College or designate

**Summary**

The Office Coordinator/Receptionist works with a team of professional staff that support the student leadership and goals of the Student Union of Confederation College Inc. The Office Coordinator acts as the frontline ambassador for SUCCI. It is essential that the person in this position is welcoming, friendly & professional to students, college staff and external stakeholders coming to SUCCI.

The Office Coordinator/Receptionist is responsible for the front reception and answering all incoming inquiries, providing administrative support to a variety of student programs and services and supporting board members in the office. The Office Coordinator is responsible for the organization of the office, front reception and storage areas.

The Office Coordinator/Receptionist will be required to work effectively and to foster cooperative relationships with student leaders as part of a student-focused organization.

Part-time 25 hours a week (5hrs/day)

**Core Competencies**
- Excellent customer service & organizational skills
- Excellent oral, written and interpersonal communication skills
- Positive, welcoming & friendly attitude
- Ability to write clearly
- Ability to create and manage online webforms
- Skilled in various computer software including Microsoft Word, Outlook, PowerPoint, and Excel.
- Maintain, update, and analyze data
- Ability to work independently as well as within a team
- Demonstrated commitment to quality front-line services
- Ability to display tact and diplomacy in all situations and exercise good judgement

**Key Duties**
- Ensures that inquiries are directed appropriately and/or answered in a timely and professional manner.
- Process, create and manage web forms as required.
- Receipt deposits to SUCCI and Class & Club accounts as required. Photocopying, scanning & authorize posters according to posting policy.
- Providing administrative support to the Executive Director and Board Members as required. Assist in coordinating Executive Director, President’s and Board Member’s schedules and calendars as required and scheduling meetings as requested.
- Responsible for the organization of the front reception area and ensure material/information is kept organized and up to date. This includes the scheduling of the meeting room, Shuniah Student Lounge etc.
- Monitors, maintains and orders office and printing supplies for SUCCI and maintains the storage areas ensuring they are kept clean and organized. Arrange for shredding of archived documents no longer required in accordance with appropriate time frames.
- Knowledgeable of both the Domestic and International Student Health Plans.
- Assist with administration of the Health Plan and Universal Bus Pass as the first point of contact with students at the reception counter, work with the providers of each program, and respond & follow up with inquiries.
- Orientate new board & staff members regarding office procedures, printing, voice mail and use of computers and office equipment. Maintain a copy of current board and staff contact information, office hours and support board members by ensuring they have the resources and information required to carry out their responsibilities.
- Assist with the annual SUCCI Board Elections. Coordinate election dates and meetings with the team while ensuring the online voting platform runs as expected.
- Provide direction, guidance & job-specific duties to students assisting with front reception coverage.
- Support the student leaders and events team by providing direction to them while on office hours as well as supporting training initiatives.
- Arrange catering and bookings for meetings, retreats, orientation, and other board activities and ensure room set up and clean up as required.
- Fully conversant with and adheres to the bylaws, operating practises, policies, and procedures for SUCCI and the College, and assist with reviewing, writing and editing SUCCI policies and procedures.
- Ensures the office reflects a professional image and keeps storage areas and commons spaces organized.
- Assist with reconciling any sales/revenue and deposits to the safe for ticket sales, faxing, health plan, UPASS, the Student Emergency Foodbank etc. Arranges for floats as required for SUCCI events/activities and reconciles sales for deposit.
- Upkeep and maintenance of electronic filing systems including editing and formatting documents, some minute taking, and developing filing systems to appropriately archive and maintain records of SUCCI.
- Provide other staff with administrative and clerical support when needed.
- Occasional travel to other campus buildings may be required, a valid driver’s licence and use of a vehicle is an asset
- Attend SUCCI Staff Meetings and Staff Retreats.
- General clerical tasks and other duties as assigned.

**Education Requirements**

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