Description
We are currently looking for a Secretary/Receptionist for a role at the University of Windsor.
This position is for approx. 4 to 6 weeks but could turn into a long term position.
Position would start asap!!
Key Job Functions
Administrative Support
• Provides secretarial support for the Managers including: booking appointments, arranging travel, accommodation, and conference reservations.
• Completes expense claims and payment requests, including gathering support documents, and submits them to the Executive Director for processing.
• Maintains the electronic and paper filing systems.
• Provides secretarial support for initiatives and projects.
• Staffs information booths in the promotion of the office as required.
• Provides minute-taking support for the managers (e.g., employment equity and accessibility subcommittees), and for the weekly staff meeting.
• Assists in the maintenance of the departmental website/social media, specifically the accessibility, employment equity, and human rights related areas.
• Maintains Resource Library, processing books, brochures, videos and other related material, maintaining an accurate database.
• Provides support monitoring training and other employment and accessibility requirements.
• Provides general assistance to students associated with the office including tracking hours and completion/submission of payroll paperwork.
• Provides general administrative support in the absence of the Administrative Assistant to the Executive Director.
• Coordinates and oversees tasks for students as required
• Liaises with other departments and offices (e.g. Office of the President, Office of the Provost, etc.) as required
Reception
• Serves as the Office’s first line of contact for students, staff, faculty, and public inquiries via telephone, email and in-person.
• Provides an empathetic ear to clients’ complaints.
• Refers people to the appropriate internal or external entity
• Makes general inquiries so that information passed on to staff is as accurate and timely as possible.
• Processing/distributing physical and electronic mail, including monitoring specialized email accounts.
Case File Management
• Opens case files for clients seeking assistance from the Office, this includes assisting the client in completing the intake documentation.
• Compiles confidential information and documentation in connection with the case files in order to assist in determining the appropriate manager for the case.
• Maintains all case files, as well as a database.
Data Management and Technology
• Updates data utilizing VIP modules.
• Running Crystal Reports as required.
• Assists with the reporting of employment equity and human rights data primarily by maintaining Excel spreadsheet(s).
• Builds surveys and extracts the data.
Other
• Establishes and maintains effective interpersonal communication and relations with units across campus (e.g., Office of the President, Office of the Provost, HR, Deans, Facility Services, etc.).
• Participates in training and upgrading to maintain a high level of skills and knowledge.
• Performs other related duties as assigned.
Essential Qualifications:
• Diploma in office administration or related field, and/or administrative support experience as it relates to the duties of the position
• Demonstrated high degree of confidentiality
• Ability to exercise discretion and diplomacy at all times
• A high level of cultural competency
• Experience with minute-taking
• Ability to maintain current electronic and paper filing systems
• Knowledge of University policies, procedures, programs and resources, including support services and
protocols
• Knowledge of human rights, employment equity, and accessibility policies and procedures
• Experience with webpage maintenance (e.g. Drupal)
• Excellent attention to detail, accuracy, organizational, multitasking and problem-solving skills
• Ability to work independently as well as part of the team
• Ability to deal with highly emotionally and/or politically charged situations
• Exceptional interpersonal skills (e.g. listening skills, empathy, attention to non-verbal communication, etc.)
• Excellent written & oral communication skills
• Meticulous, conscientious, with a high degree of professionalism and integrity
• Excellent Computer Skills: Microsoft Office Suite (Word, Excel, Power Point, Outlook); Qualtrics
• Experience with UWinsite Financial System or compatible system
Preferred Qualifications:
• Competency with MS Publisher, Adobe Acrobat Pro, Lotus Notes, and working with database applications
(e.g., VIP, Crystal Reports)
• Familiarity with human resources matters and related policies and procedures
If interested and qualified, please email your resume to dolivito@impact-staffing.com