Competition Details

Administrative Assistant
18-191
Brantford
Marketing & Community Relations
E
$24.63 - $28.55
35
$24.63
Tuesday, May 15, 2018
Thursday, May 24, 2018 (midnight)
Support-Full-Time (Temporary) - Appendix D

Description:

Full-time temporary replacement position - August 7, 2018 - August 2, 2019 (with possibility of extension) Full-time support staff will be given first consideration.

Responsibilities:

The Administrative Assistant works as an integral member of the Brantford campus team. The incumbent is the first point of contact for students exploring services and engaging with staff at the Brantford campus.  The incumbent welcomes students and visitors, assesses inquiries to determine needs, provides information on services, schedules appointments and facilitates referrals to other services offered by the College.  The incumbent maintains reception and storage areas and provides clerical support for the Associate Vice President, Marketing & Community Relations.  This outgoing and customer service focused individual will enjoy new challenges and responsibilities as the campus grows and evolves with the community.

FRONT LINE CUSTOMER SERVICE

  • Handles a high volume of student requests for service appointments under complex and conflicting schedules and tight timelines
  • Provides timely, accurate information and direction to students and visitors in a customer service oriented environment
  • Assesses inquiries and makes decisions regarding the nature and immediacy of needs, problem-solves urgent situations
  • Schedules student appointments into staff calendars when possible
  • Provides guidance and support to students experiencing problems accessing or obtaining information and services, and refers to the appropriate service or program area for resolution where appropriate
  • Ensures students are welcomed and accommodated during check-in for appointments
  • Demonstrates excellent interpersonal communication skills with students who face barriers to communication
  • Handles telephone inquiries from students, parents, faculty, community partners and others in a welcoming, professional manner, guiding students to other departments and services as appropriate
  • Ensures student understanding of process and information by guiding and breaking down into steps and providing written information as appropriate
  • Daily opening and/or closing procedures for the main office
  • Maintains environment for cleanliness, tidiness, unattended belongings, clean tables and chairs, safety hazards
  • Monitors, stores, organizes, and replenishes office and instructional supplies (including informational and service area handouts, forms, display boards, etc.)
  • Maintains communication boards
  • Collects, sorts, and distributes incoming and outgoing mail
  • Scans documents and files as required
  • Creates, maintains, and purges student and office files
  • Posts Disruption of Service notices on Conestoga’s website and let staff know of updates
  • Assists with the production of materials (e.g. photocopying, collating materials, assembling packages, counting/verifying supplies, generating sign-up lists etc.) to support service delivery and College outreach events, and new staff orientation/training
  • Schedules staff team, working group, and committee meetings into staff calendars

 


Qualifications:

  • Two year diploma in an Office Administration or Business
  • Two years of experience in an office environment preferably in a business setting s
  • Demonstrated customer service skills to deal tactfully and effectively with a variety of stakeholders including vulnerable clients
  • Clear, concise communicator with the ability to ask appropriate questions to better understand inquiries before responding
  • Ability to obtain and analyse information in order to provide the appropriate information or response to an inquiry
  • Ability to establish positive working relationships with clients and colleagues
  • Demonstrated understanding and respect for confidentiality is essential
  • Excellent judgement and sensitivity when dealing with difficult clients and requests for information that are sensitive in nature
  • Excellent problem-solving and conflict resolutions skills
  • Strong time management skills and ability to work with tasks that may have competing priorities
  • Excellent organizational skills with close attention to details
  • Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Publisher, OneNote)
  • Demonstrated comfort and competence working with technology tools (hardware and software)

#LIPOST


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We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources.