We are currently looking to fill a Temporary Administrative Assistant position at the University of Windsor.  Position will go until January 31st 2025, with the possibility of an extension.

Key Job Functions 

1. Co-op/Internship Student Employment Recruiting Process

Job Posting / Application Bundles

• Prepares posting information into an online platform (mySuccess) for students to view and apply to during recruiting periods.
• Works closely with Coordinators to ensure each job posting information form is proofread for accuracy
• Import/export files between software packages and complete merges. Ensure the employer receives the application bundle in a timely manner.  Assist Coordinators by following up with employers after application bundle is sent.

Interview Scheduling

• Coordinates scheduling of student interviews during each of the three recruitment cycles
• Coordinate food service requirements, parking, swag for on-campus interviews and receptions, audio visual and room set up of on-campus interview facilities during employer interviews

On-line Job Board platform

• Advises employers of on-line system, provides instructions how to access system, reviews and submits rankings of candidates.
• Enters rankings for employers and oversees and coordinates the rank and match procedure.
• Prepares templates within the system to populate application bundles, interview schedules and mailer functions.

1. Co-op/Internship Employment Processes 

Employment Processes

• Updates and distribute job competition dates to various stakeholders, and updates job posting forms to Coordinators each term.
• Completes mail and email campaigns to employers informing them of co-op student availability and the hiring process, job competition details and relevant dates
• Assists with tracking student activity during the job competition and handling outreach via email or phone to encourage participation.
• Schedules and confirms work term assessments with employers and students and provides Coordinators with daily itinerary, maps, and student forms; completing mailings and numerous other co-op activities.
• Assists in coordinating employer appreciation events and outreach.

Creating Statistical Reports & Data Management

• • Maintains and updates database records and files.
  • Prepares statistical reports on the outcome of job competitions and student activity.
  • Reviews process and gathers large quantities of data and information independently for the purposes of student employment records, tax credit/employment letter production, placement letters for students and employers, employment salary reports, annual reports as well as other correspondence.

1. Frontline Customer Service

• Acts as first point of contact, responds to inquiries in person, email, web, phone and IM.
• Responds to students and employers to resolve scheduling conflicts during interview period. Act as the main contact for employer inquiries in the absence of Coordinators.

1. Other duties as assigned

• Assist with the tracking and distributing of work term reports when necessary.
• Assist with part-time/student payroll for the unit in the absence of the Executive Assistant, Office of Experiential Learning.
• Assist with employer registration and institutional job board in the absence of Career Development Services Secretary.

• Skills/Knowledge/Experience/Education required

Essential Qualifications

• Diploma in office administration/or significant administrative experience as it relates to the duties of the position
• Strong communication skills, both written and verbal
• Excellent analytical and problem-solving skills
• Strong time management skills with the ability to multitask within a high work volume office and maintaining high levels of accuracy and attention to detail
• Proficient in various computer applications including (Word/Excel/TEAMS/Qualtrics/UWinsite) and data management systems such as MySuccess
• Ability to prioritize work and maintain flexibility as workloads fluctuate
• Proven willingness and aptitude for learning new software and programs

• Ability to understand and apply policies in order to make appropriate decisions and exercise proper judgement as required by specific circumstances

• Ability to follow detailed instructions and process
• High degree of cultural sensitivity and awareness of cross-cultural issues and the ability to work with a diverse student, staff, and faculty population

• Ability to maintain strict confidentiality and be able to exercise tact, diplomacy, discretion, and integrity

• Ability to work independently with minimum supervision as well as part of a team environment

• Knowledge and understanding of academic and administrative procedures and processes.
• On occasion work outside normal business hours

Preferred Qualifications

• Previous experience with co-operative education and internships

If you are interested and qualified, please email resume to dolivito@impact-staffing.com