Career Education Assistant (00072.30)

Provides a wide range of administrative support including secretarial and receptionist services for the Career Education Department.

MAJOR DUTIES & RESPONSIBILITIES

1. Provides receptionist services by receiving visitors responding to enquires scheduling appointments providing general and employment information and directing to appropriate area(s).
2. Assesses and processes the eligibility of students in a wide range of co-op programs in accordance with internal policy and procedures. Notifies the Co-op Coordinators of any deficiencies associated with eligibility. Informs and advises students of fees necessary documentation and admission and registration procedures throughout co-op terms.
3. Creates and maintains relevant materials including admission packages manuals learning guides handbooks and forms. Compiles statistical reports from multiple data sources for internal and external use.
4. Sets up posts and maintains employment information and data systems for students employers and faculty/staff through established hard copy and electronic systems.
5. Coordinates interviews and meetings. Locates and assembles background information books physical facilities catering services and equipment. Assists in arranging events on and off campus.
6. Performs secretarial duties which includes word processing a variety of documents such as correspondence contracts evaluation summaries memos and minutes; receives and transfers telephone calls taking messages as required. Takes minutes and distributes to relevant parties.
7. Liaises with internal and external contacts such as employers and stakeholders. Provides instruction orientation and training on an occasional basis to work study students auxiliary and other staff.
8. Sets up and maintains filing systems records and office supplies inventory; maintains troubleshoots and reports malfunctioning office equipment.
9. Collects sorts distributes and opens mail.

REPORTS TO
Manager Student Services

EDUCATION:

• Grade 12 plus six months post-secondary education in office administration or equivalent including training in MS Office applications

EXPERIENCE:

• Three years related experience including:
  • One years experience with electronic word processing data entry and database management
  • One years recent experience working with students in a post-secondary environment

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
• Demonstrated knowledge of the career development/planning process in a post-secondary environment
• Ability to operate and maintain several management information systems often concurrently and to maintain and report on data
• Ability to plan multiple tasks in a timely fashion
• Ability to learn new systems quickly
• Advanced computer knowledge with a high level of understanding of Microsoft Word Excel PowerPoint online booking systems and databases (Symplicity)
• Ability to work independently and handle confidential material
• Ability to perform electronic word processing at 60 wpm and data entry
• Ability to deal courteously and effectively with a diverse range of students staff external agencies and members of the general public
• Ability to communicate effectively both verbally and in writing
• Ability to plan prioritize and organize workload
• Ability to operate related equipment such as photocopiers and fax machines

WORKING CONDITIONS

• Sitting at desk and computer for period of time
• General office conditions
• Ability to lift weights less than 10 kg