Career & Experiential Learning Events Assistant
3 weeks ago
- Provides receptionist services by receiving visitors, responding to enquiries, scheduling appointments, providing general and employment information, and directing students to appropriate services.
- Assesses and processes the eligibility of students in a wide range of co-op programs in accordance with internal policy and procedures. Notifies the Co-op Coordinators of any deficiencies associated with eligibility. Informs and advises students of fees, necessary documentation, and admission and registration procedures throughout co-op terms.
- Creates and maintains relevant materials including admission packages, manuals, learning guides, handbooks, and forms. Compiles statistical reports from multiple data sources for internal and external use.
- Sets up, posts, and maintains employment information and data systems for students, employers and faculty/staff through established hard copy and electronic systems.
- Coordinates interviews and meetings. Locates and assembles background information, books physical facilities, catering services and equipment. Assists in arranging events on and off campus.
- Performs secretarial duties which includes word processing a variety of documents such as correspondence, contracts, evaluation summaries, memos and meeting minutes
- Assists faculty and staff in executing events: organizing and coordinating schedules, booking spaces, hosting visitors, maintaining invitee databases, designing, and distributing marketing materials, coordinating with multiple units on campus, outlining and executing marketing plans, setting up sites, organizing catering contracts, booking equipment, and ensuring seamless overall event hosting in a variety of venues.
- Assists faculty and staff in creating, tracking, and maintaining repositories for events, marketing, and communications.
- Assists in the design, development and delivery of events or special projects. Ensures that project criteria, standards, and timelines are met within established guidelines.
REPORTS TO
Manager, Student Life
EDUCATION:
- Grade 12 plus six months' post-secondary education in office administration or equivalent including training in MS Office applications
EXPERIENCE:
- Three years’ related experience including:
- One years’ experience with electronic word processing, data entry and database management
- One years’ recent experience working with students in a post-secondary environment
SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Demonstrated knowledge of the career development/planning process in a post-secondary environment
- Ability to operate and maintain several management information systems, often concurrently, and to maintain and report on data
- Ability to plan multiple tasks in a timely fashion
- Ability to learn new systems quickly
- Advanced computer knowledge with a high level of understanding of Microsoft Word, Excel, PowerPoint, online booking systems and databases (Symplicity)
- Ability to work independently and handle confidential material
- Ability to perform electronic word processing at 60 wpm and data entry
- Ability to deal courteously and effectively with a diverse range of students, staff, external agencies and members of the general public
- Ability to communicate effectively both verbally and in writing
- Ability to plan, prioritize and organize workload
- Ability to independently create and complete engagement, marketing events and materials
- Excellent analytical and problem-solving skills
WORKING CONDITIONS
- Sitting at desk and computer for period of time
- General office conditions
- Ability to lift weights up to 10 kg
- Schedule will vary dependent on event scheduling
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