Career Education Assistant
3 weeks ago
- Provides receptionist services by receiving visitors, responding to enquires, scheduling appointments, providing general and employment information, and directing to appropriate area(s).
- 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 minutes; receives and transfers telephone calls, taking messages as required. Takes minutes and distributes to relevant parties.
- Liaises with internal and external contacts such as employers and stakeholders. Provides instruction, orientation and training on an occasional basis to work study students, auxiliary and other staff.
- Sets up and maintains filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
- Collects, sorts, distributes and opens mail.
REPORTS TO
Manager, Student Experience
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 comfort with human diversity in the areas of culture, disability, mental health, gender and sexual orientation
- 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 operate related equipment such as photocopiers and fax machines
WORKING CONDITIONS
- Sitting at desk and computer for period of time
- General office conditions
- Ability to lift weights less than 10 kg
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