We are currently looking for an Administrative Assistant to fill a Temporary position at the University of Windsor.

Position will go until April 30th with the possibility of an extension.

Key Job Functions 
1. Student Support
• Assists with the mandatory job readiness program co-op students take course including review for completion of assignments on Blackboard and mySuccess.
• Uploads work term course outlines and assignment booklets to the student record on mySuccess.
• Uploads class lists to resume-critique software (Vmock) and Blackboard as required.
• Tracks mid-term and final evaluations for completion to ensure they have satisfied each category qualifying them for a pass.
• Tracks incoming work term assignments including reports, presentations, posters and other assignments as well as tracking and distributing specific work term assignments that are evaluated by faculty members.
• Follows-up with students and employers regarding assignment completion and grading.
• Liaises with faculties for selection of work term assignment evaluators, re-submitted assignments, and assists with set up and preparation for student presentations to faculty members as required.
• Assists with setting up mock interviews which includes booking rooms, assembling information binders of job postings/ and questions, booking interview panel
• Assists with admissions by pulling transcripts, printing applications, emailing results to students and updating mySuccess.

2. Job Competition Support
• 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. Provides coordinators with daily itinerary, maps, and student forms; completing mailings and numerous other Co-op activities.
• Assist in coordinating employer appreciation events and outreach.
• Tracks and follows up on completion of work term information and learning objectives.
• Enters work term assessment information on mySuccess (which coordinator is responsible for which assessment) on mySuccess.
• Reviews, contacts and assist students with updating errors in application files.
• Pulls student schedule from UWinsite to find common available times for workshops and other activities.
• Maintains and updates database records and files. Prepares statistical reports on the outcome of job competition and on student activity.
• Reviews data 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.

3. Reception
• Oversees reception for students, employers and guests who visit office for in-person
appointments, or meetings with staff.
• Provides information about co-op policies and procedures when responding to inquiries in
person, by email, through web, phone and IM.

4. Co-op/Internship Student Employment Recruiting Process
• Prepares posting information under tight timelines into the 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 as well as coordinating job application packages to be sent to employers (i.e. Import/export files between software packages and complete merge).
• Coordinates schedules of student interviews during each of the three recruitment cycles and resolves student scheduling conflicts when required.
• Coordinates 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.

5. Other duties as assigned
• Assists with part-time/student payroll for the unit in the absence of the Executive Assistant, Office of Experiential Learning.
• Assists with employer registration and institutional job board in the absence of Career Development Services Secretary.

Skills/Knowledge/Experience/Education required Essential Qualifications
The successful candidate will have:
• 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 efficiency
• 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 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.

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