Administrative Assistant (OA)

What you'll do

Responsibilities

Working in a team environment and reporting to the Manager of Student Services, you will:

• Provide a full range of administrative support services for the Student Services team, with an emphasis on providing superior customer service to students, staff, and the public.
• Support student services with the planning of both college and campus specific signature events, such as Orientation, Convocation, Get Started, and Open House.
• Provide best-in-class front-line service delivery, including support for in-person, telephone, MS Teams and email inquiries.
• Maintain current and historical student files and record data into PeopleSoft (the College's Enterprise Resource Planning (ERP) system).
• Prepare a variety of letters efficiently and accurately.
• Print transcripts and treat all student and alumni information with the utmost discretion and confidentiality.
• Provide supportive coverage for all administrative tasks such as filing, booking appointments, attending meetings and general office support as needed.
• Triage student referrals received by Student Services within the team and assist students in connecting with the appropriate service on campus.
• Participate in campus initiatives that support students (i.e., food security, wellness activities).

• Collaborate with another Administrative Assistant to manage enrollment related tasks and provide coverage for administrative tasks as needed during staff absences.

What you'll need

Qualifications

Qualifications and Occupational Experience:

• The minimum educational qualification for this position is a post-secondary certificate or diploma in Business or Administrative Professional/Office Administration combined with a minimum of two years' (full-time equivalent) recent and related experience in a fast-paced office environment. Or you have the recognized equivalency of a high school diploma with significant (10+) years of administrative experience.

• Occupational experience that includes a front-line customer service role in a post-secondary institution would be considered an asset.

• You are familiar with and comfortable using computer applications such as the Microsoft Office Suite, specifically Outlook, Excel, SharePoint, and Teams. Prior experience with PeopleSoft (or other enterprise information systems) would be considered an asset.

• You are comfortable working in a digital environment; you take responsibility for acquiring knowledge about advancing technology; and you are committed to using technology in advancing your work.

• Experience supporting/providing service to students, faculty, staff and prospective students would be considered an asset.

Relevant Skills and Knowledge:

• You demonstrate a commitment to equity, diversity, inclusion, accessibility and anti-racism.

• You possess excellent interpersonal skills and are able to interact at all levels of an organization.

• You are known for your superior customer service skills and are able to create a relationship of trust beyond the immediate interaction.

• Your superb team working skills enable you to contribute positively to a team environment.

• You have specific technical occupational knowledge and skill in working with databases and Excel.

• You have specific technical occupational knowledge of general/standard office and administrative procedures and methods.

• You possess excellent task prioritization and coordination skills specifically related to working in a fast-paced, deadline-driven environment.

• You posses strong attention to detail skills.

• You have proven records and information management skills and abilities.

• You demonstrate a strong commitment to excellence especially regarding official communication, correspondence and information management in terms of accuracy and timeliness.

• Demonstrated professionalism and understanding of confidentiality.

• You are dedicated to life-long learning and demonstrate professional curiosity in self-driven learning activities.