Reporting to the Director of Student Affairs, the Administrative Support Staff will oversee and manage all daily front desk activities. The position will provide administrative support to the Director as well as members of the Student Affairs team, including counselling and academic support professionals. The nature of this position requires an individual who is keenly aware of the importance of confidentiality and privacy, employs a high level of competency in office-related computer technologies and all online UPEI systems, can work independently, and has exceptional interpersonal skills. The Administrative Support staff will be student centered and provide duties at a high-quality level. RESPONSIBILITIES: The successful candidate will:
Represent Student Affairs as the initial point of contact with students, faculty, and staff to provide general information about Student Affairs and Accessibility Services
Maintain discretion, confidentiality, and continuity of service for all students
Respond to telephone, e-mail and in-person inquiries regarding the Department of Student Affairs and the services it provides
Identify the urgency of appointment requests and prioritize emergencies
Redirect calls where appropriate and take messages when required
Welcome and direct students and visitors to the appropriate staff member in the department and other departments throughout the Student Experience Hub, Dalton Hall
Schedule and rebook student appointments for staff in Student Affairs
Send reminder notifications to students for appointments
Direct students to resources and information within Student Affairs and on campus, where appropriate
Oversee a confidential, secure filing system
Support the Director of Student Affairs with duties such as: arrange meetings, assist with report writing, arrange travel and conference registrations,
Assist the Director with onboarding of new staff (fulltime and student staff)
Prepare and submit HR forms
Book travel (including arranging airfare, hotels, car rentals, etc.); conference registration for department members and process expense and travel claims
Process vouches and requisitions for payment to vendors via UPEI\xe2\x80\x99s financial system and, reconciliation of department credit cards
Manage petty cash and submit invoices
Order supplies and purchase equipment as required; maintaining a stock of stationery and office supplies
Photocopy, file, and process incoming and outgoing mail
Assist staff with the organization of rooms for meetings and special events
Maintain file cabinets and archive old documents, as appropriate
Provide website maintenance
Provide backup for Administrative Support staff of Accessibility Services when required
Supervise, schedule and approve hours of student staff when required
Other duties as required to support the efficient operation of Student Affairs
QUALIFICATIONS:
Successful completion of a two-year post-secondary program in office administration, or related undergraduate education
At least one year of related or equivalent work experience
Experience working in a university environment is an asset
Proficient in Microsoft Office tools, Google Drive (including Docs, Sheets, Forms, etc.), Outlook, MyUPEI, Adobe Pro (creating fillable pdf and OCR documents), Google Meet and other major office-related software including internet searching and data management programs
Experience with Colleague, MyUPEI and other university software programs is an asset
Possess intercultural competence and function as an effective member of the team
Ability to maintain confidentiality and discretion
Ability to identify level of urgency of student clients and prioritize emergencies
Demonstrate superior customer service orientation and attention to detail
Understanding of social media technology
Excellent communication, interpersonal, organizational and time management skills
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