Clerical Assistant (Front Desk Assistant), Residence

Clerical Assistant (Front Desk Assistant), Residence

Primary Purpose : The incumbent will provide clerical support within the Residence Services Office and act as the first point of contact with residents, prospective residents, parents and staff, providing high level customer service.

Nature of Work : Reporting to the Residence Office Assistant Manager, the Front Desk Assistant serves as the first point of contact for students, visitors, and conference guests, creating a welcoming and professional environment. This role is critical in delivering exceptional customer service and ensuring smooth day-to-day operations within the Residence Services Office.

The successful candidate will greet and assist all guests promptly, provide accurate information, and direct inquiries appropriately. Key responsibilities include managing front desk operations, answering phones and emails, coordinating visitor check-ins, processing payments and supporting administrative tasks for the Residence Services team. Maintaining confidentiality of all information and materials is essential, as is promptly communicating any issues or concerns to the immediate supervisor.

This position requires strong interpersonal and communication skills, the ability to multitask in a fast-paced environment, and a commitment to providing a positive experience for every student and guest. Compliance with all relevant policies, procedures, and regulations is expected, along with active participation as a collaborative and supportive member of the team.

Guided by the Consumer Services Team Charter, the Front Desk Assistant is expected to demonstrate accountability, professionalism, and a commitment to fostering a welcoming and inclusive atmosphere.

Typical Duties : As the first point of contact for residents and guests, this role is central to delivering outstanding customer service across face-to-face, phone, and email interactions. Key responsibilities include but are not limited to :

• Customer Support & Communication
• Respond to inquiries promptly and professionally, directing calls and emails to appropriate team members as needed.
• Assist students with Residence Portal functions, including registration, applications, room selection, maintenance requests, and online payments.
• Greet and check in students and guests upon arrival, providing keys and move-in information.
• Administrative & Clerical Tasks
• Maintain voicemail systems and manage regular phone inquiries.
• Schedule meetings for team members based on student needs.
• Prepare move-in envelopes, update documents, and complete data entry in the housing database (StarRez).
• Receive and process payments (debit, credit card, cheque) and cash reports.
• Operational Support
• Sort and distribute parcels (lifting required).
• Encode Student ID cards for unit access and manage hard key distribution and returns.
• Manage, sort, and organize building hard key cabinets when keys are assigned and / or returned.
• Organize and conduct building wide hard key audits to ensure all key functionality prior to main move-in processes.
• Maintain office equipment (printer / fax) and coordinate repairs when necessary.
• Order office supplies and ensure the workspace remains organized and welcoming.
• Support the large-scale Residence Move-In process in the Fall.
• Handle various Residence Services forms and forward them appropriately.
• Perform other administrative tasks as assigned to ensure smooth office operations.

Qualifications

Education : A relevant certificate from a recognized post-secondary institution. An equivalent combination of education and experience may be considered.

Experience and Skills : The ideal candidate will have proven experience in delivering exceptional customer service and providing administrative support in a dynamic, fast-paced environment. Previous experience in an educational and / or property management environment where rent or rental issues were handled will be considered an asset. Strong organizational abilities and attention to detail are essential, along with accuracy in data entry and document management. Excellent verbal and written communication skills are required to interact effectively with a diverse range of individuals. Comfort with technology and proficiency in systems such as housing databases (, StarRez), Microsoft Office and payment processing tools is highly valued. The successful candidate will demonstrate the ability to manage multiple priorities, meet deadlines, and work collaboratively as part of a team. Physical capability to lift and handle parcels is also a requirement of this role.

The successful candidate will be asked to provide a criminal record check from the Saskatoon Police Services at the onset of employment.

Duties are performed on location. Hours of work Monday – Friday, 8 : 30am-4 : 30pm during the Fall / Winter term (Sept-April) and transition to Monday – Friday, 10 : 00am-6 : 00pm based on operational need throughout the Spring / Summer term (May-Aug) offering in-person support to the Residence Services team as a whole, student residents and applicants as well as various campus partners and affiliates.

This position is in scope of CUPE 1975.