Provides a wide range of administrative support, including receptionist services, for the Bob Gaglardi School of Business and Economics.
MAJOR DUTIES & RESPONSIBILITIES
- Provides administrative support by organizing and coordinating workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems, handles sensitive material.
- Performs secretarial duties which include word processing a variety of documents such as correspondence, contracts, evaluation summaries, exams, memos and spreadsheets; including taking of minutes.
- Provides receptionist services and handles all program-related inquiries. Collects, sorts, distributes and may open mail for designated department.
- Sets up and maintains all filing systems, records, and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
- Liaises with internal and external contacts regarding program requirements.
- Informs and advises both incoming and ongoing students of fees and any missing documentation. Manages and enters all student data and files, and generates reports.
- Assesses student transcripts for program requirements: assesses and monitors student’s records and notifies the Chair/Program Coordinator of any deficiencies associated with promotion and graduation.
- Prepares and maintains mail-out learning manuals/ learning guides/ exams/ Information Guide/ admissions packages/ graduation packages.
- May arrange meetings, travel arrangements, locate and assemble background information, books physical facilities and equipment for meetings, and may assist in arranging events.
REPORTS TO
Assistant Dean, Bob Gaglardi School of Business and Economics or Director, Graduate Programs, TRU Gaglardi
QUALIFICATIONS
EDUCATION:
- Grade 12, plus six months post-secondary courses including all Microsoft Office programs or equivalent
EXPERIENCE:
- Three years’ related experience, including one year experience with electronic data entry and word processing and use of Microsoft Office programs
SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Ability to perform electronic word processing at 60 wpm and data entry
- The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
- The proven ability to effectively use Excel, PowerPoint and other Microsoft programs
- Ability to communicate effectively both verbally and in writing
- Ability to deal courteously and tactfully with students, staff and members of the general public
- Ability to manage student files, records and maintain student confidentiality
- Ability to prioritize and coordinate workload
WORKING CONDITIONS
- Sitting at a desk and computer for periods
- General office conditions