Student Services Assistant (00133.38)

Performs a variety of confidential and sensitive receptionist and secretarial duties in support of the division of Student addition this position provides support to the Student Services main reception desk.

MAJOR DUTIES & RESPONSIBILITIES

1. Provides clerical support including: maintaining schedules typing correspondence setting up and maintaining confidential files receiving sorting and distributing mail arranging meetings and making travel arrangements.
2. Schedules pan institutional committee meetings including the Care Team (a multidisciplinary pan institutional risk assessment team) and departmental meetings and acts as recording secretary.
3. Maintains digital files and information on the Student Services Teams and SharePoint pages.
4. Maintains departmental office supplies inventories.
5. Collects and compiles various reports based on Student Services departmental data.
6. Provides front desk coverage including: receiving screening and triaging individuals in potentially high stress situations providing information and referrals to appropriate staff members and areas and scheduling client appointments in a sensitive and confidential manner.
7. Recognizes concerns from individuals seeking help from Student Services and follows established referral and escalation procedures.

REPORTS TO
Student Services Administrative Coordinator

EDUCATION:

• Grade 12 plus two-year diploma in a relevant discipline (i.e. Medical Office Assistant Legal Administrative Assistant Administrative Assistant)
• Formal education or training in mental health awareness crisis intervention or trauma-informed practice (e.g. Mental Health First Aid ASIST SafeTALK Non-Violent Crisis Intervention or equivalent).

EXPERIENCE:

• Three years recent related experience in a legal office medical setting or confidential social services field including:
  • Two years experience with relational database software and Microsoft Office
  • Two years recent experience working in a front-line administrative environment where individuals may present in mental health distress or crisis

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated comfort with human diversity in the areas of culture disability mental health gender and sexual orientation
• Ability to perform electronic word processing at 60 wpm
• Ability to exercise sound judgment resourcefulness and sensitivity in the application of departmental guidelines for the provision of service
• Maintain a standard of absolute confidentiality regarding student and/or client information and records
• Ability to deal courteously diplomatically and effectively with a diverse range of students staff external agencies and members of the general public including the ability to triage people under stress and/or in distress
• Ability to communicate effectively both verbally and in writing
• Ability to identify prioritize and simultaneously perform different activities
• Ability to operate standard office equipment
• Ability to utilize data management programs

WORKING CONDITIONS

• Dealing with individuals who are under stress and/or in distress
• General office conditions
• Sitting at a computer and desk for periods of time
• Performing light to moderate physical tasks related to events space checks and equipment or office supplies handling