Administrative Assistant

Faculty/Department Centre for Continuing Education Unit CCE-Staff Postings Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

• Serve as the first point of contact for students, partners, and visitors—whether in person, by phone, or email—providing initial guidance and directing inquiries to the appropriate departments, individuals, or programs. Support student recruitment by responding to questions about available programs and resources, and offer first-level advice on registration, records, eligibility, and potential opportunities.
• Process registration and memberships for non-credit areas; resolve issues, maintain waitlists, provide web registration support, processing of payments/invoices and issuing of receipts;
• Selling parking permits, gift cards, printing cards, event tickets and textbooks;
• Process financial transactions and reports; post-dated payments; reconcile cash; process refunds; balancing cash; preparing deposits for financial services; and contacting clients regarding delinquent accounts;
• Responsible for booking, modifying, canceling and auditing facility bookings;
• Responsible for classroom setup/clean up; management of the Instructor Room; AV equipment, compiling course materials, cleaning coffee machines, printing attendance lists, providing evaluation forms and client completion letter;
• Responsible for checking and maintaining inventory and ordering classroom and instructor supplies;
• Collecting and ordering Professional Development Certificate Application forms;
• Supporting CCE events;
• Perform a variety of assignments which are sometimes confidential in nature; use technology effectively to enter data, draft, edit, revise, and print letters, tables, reports and other materials;
• Sort and distribute mail for CCE;
• Establish, maintain, process, and update files, records, and other documents; and
• Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!

• Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
• Professional Growth: We support your development, offering opportunities for advancement and learning.
• Work-Life Balance: We value your well-being and know your personal life is most important!
• Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
• Innovation Culture: We encourage fresh ideas and innovative thinking.
• Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more!
  

Position Requirements

• Grade 12 supplemented by the successful completion of a recognized business course,
• Minimum of three years’ experience directly related to the duties specified is required.
• An equivalent combination of education and experience may be considered.

• Skills in the use of complex database systems such as: Lifelong Learning Extended Education, ActiveNet system and POS, Banner, Caspur reports, and Room Booking software; or equivalent database experience.
• Ability to deliver excellent customer service, including providing responsive, high quality service to a diverse group of students with varied and diverse challenges and situations.
• Demonstrated experience in the application of policies and procedures.
• Demonstrated experience in records management and/or maintenance skills.
• Demonstrated knowledge of and skill in office practices, principles and procedures.
• Demonstrated experience in accounting and cash management principles and procedures required including experience with cash registers, POS, and cash reconciliation.
• Demonstrated intermediate skill in the use of Microsoft Office programs (Word, Excel and Outlook).
• Demonstrated ability to create, compose, and edit a variety of electronic and written material.
• Ability to make effective administrative/procedural decisions and recommendations.
• Organizing and coordinating skills to balance multiple demands and responsibilities, while maintaining accuracy and attention to detail, and to analyze complex problems.
• Ability to work as part of a team; develop and maintain strong working relationships with faculty, staff and public clientele.
• Ability to maintain confidentiality of records and information.
• Ability to take direction and show initiative.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of the CCE non-credit policies, standards and procedures related to registration and facility bookings is desirable.
• Knowledge of the programs and services offered by Centre for Continuing Education (CCE) is a definite asset.

Physical Demands Pay Grade CUPE Phase 4 Salary Range $44,262.40 - $59,768.80 Status Permanent Work Hours Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted