Description
Impact Staffing is looking for a Part Time Temporary Office Coordinator for the University of Windsor.
Details
- $34.66 per hour + 4% vacation pay
- Approximately 1 month but could go longer
- Approximately 3 days/wk 8:30am to 4:30pm- 1 hour unpaid lunch
- Must be flexible with schedule because hours may vary
Duties
Administrative Support & Financial
- Fields and responds to queries; addresses immediate stakeholder concerns
- Liaises between internal and external stakeholders (i.e.. students, test takers, staff, vendors, etc.)
- Coordinates new and returning office set-up, building access and proctor scheduling
- Sets up new and returning term accesses/ resources (i.e., LMS, Microsoft Teams, etc.)
- Processes credential intake applications/forms
- Tracks equipment inventory and requests upgrades when necessary
- Liaises with ITS and/or application/software vendors and developers as required
- Orders products, office supplies (booklets, scantron charts, etc.)
- Accepts and processes test fees; reconciles and monitors fund submissions
- Liaises with other departments and/or third-party billing to confirm payment and receipt
- Orders, verifies and reconciles health cards for all CELD international students
- Prepares weekly/monthly deposits and ensures all transactions are recorded and accurately submitted to the finance department.
- Maintains webpage associated to the Testing Centre
- Provides administrative duties to the Receptionist and Admissions and Application Support Staff as required
- Train incoming Receptionist and/or Admissions and Applications staff as required
- Addresses facility/ maintenance issues
- Tracks billing and invoicing for programs and test services
Operational Support
- Liaises with offices to obtain student data as well as ensuring institutional partners and stakeholders have required resources
- Coordinates issuance of certificates and documentation
- Prepares term grade, attendance trackers student reports and relevant documents
- Provides and inputs summaries from the UWinsite Student Administration System
- Coordinates all orientation, welcome and information sessions for all CELD programs; present sessions as required
- Coordinates and liaises with the coordinators and/or other facilitators, interns for term activities and projects
- Enforces registration policies and relays results to necessary stakeholders
- Provides invigilation services for external examinations including but not limited to Test of English as a Foreign Language (TOEFL), Graduate Record Examination (GRE), exams from other universities, and for professional organizations.
- Coordinates varying schedules for exams and works with third-party vendors to maintain and update online Exam Calendar schedules
- Communicates with vendors and students to secure exam locations/dates/times
- Installs / upgrades software as required by the third- party vendors
- Resolves technical issues when they arise internally or with the third-party organization platforms
- Sets up wireless accounts, configuration for uploading / downloading programs for individual exam sessions as per the host(s) technical requirements on candidate(s) systems and follow revisions in proctor instructions issued by third-party organizations
- Safekeeping and maintaining the integrity of the exams
- Responds to inquiries from potential candidates and test centres
- Upholding and explaining University of Windsor’s privacy policy to students and other client
Essential Qualifications
- A diploma in office administration or equivalent experience as it relates to the duties of the position.
- Successful completion of annual proctoring certification training, administered online by various organizations as required
- Strong organizational skills, as well as the ability to work under minimal supervision
- Strong communication skills, both written and verbal
- Strong time management, attention to detail, multitasking and problem-solving skills
- Ability to work well within a team environment and independently
- Excellent interpersonal skills including a high degree of cultural sensitivity and awareness of cross-cultural issues
- Strong computer skills including previous experience with databases including updating, maintaining data and running query reports, emailing, internet, MS Office (Excel and Word)
- Ability to maintain the website using web-based communication mediums (i.e., social media) along with an aptitude and willingness to learn new software
- Experience working with budgets and working with the Financial Information System (i.e., UWinsite Finance) or a computerized accounting system
- Ability to exercise tact, discretion and maintain confidentiality.
- Ability to work flexible hours, including evenings and Saturdays, in particular.
If qualified and interested please send your resume to dolivito@impact-staffing.com