Job Description

Position Summary

Reporting to the Manager, Operations and Administration, the incumbent is responsible for front line office support for Accessible Learning Services and Personal Counselling Services, including support for Counsellors, Assistive Technologists, Learning Strategists and Student Support Intervention Specialists in the areas of accessibility and academic accommodations.

Responsibilities

Front Line & Appointment Booking

• Responding to service inquiries (in-person, email and phone), scheduling student appointments; the highest level of student/client service to individuals who may be facing difficulty or seeking support for physical and mental health, as well as students with disabilities.
• Understand the nature of student issues in order to book appointments.
• Schedules (and re-schedules, when necessary, due to counsellor or staff absence or as requested by student) appointments for counsellors, Assistive Technologists & Learning Strategists within the Electronic Appointment Booking system (must maintain up-to-date knowledge of appointment booking system).
• Provides information (internal and external inquiries) on the programs and services/requirements provided by the department and Polytechnic as a whole.

Employment Forms & Operations

• Ensure application forms are properly completed to ensure accurate/timely payment.
• Prepares part-time contracts on i3.
• Organizes and maintains a large case filing system.
• Includes creation of new files ensuring the appropriate forms are part of the file.
• Responsible for the scheduling application and the queues and forms associated to student files.

Other Duties as Assigned

• Project based tasks to support the reach of the departments. Providing support with Semester Start-up Orientations, Mental Health Awareness Day, Autism Awareness Day, Global Accessibility Awareness Day.
• Maintains office supply inventory.

Qualifications

Education

• Minimum of a one (1) year certificate in Office Administration or a closely related field.

Experience

• Minimum of three (3) years\xe2\x80\x99 administrative experience in a front office role.
• Experience in accessibility/ disability services is an asset.

Skills

• Advanced skills in SharePoint, MS Office, Excel and related computer programs.
• Strong organizational skills.
• Able to multitask, prioritize, and manage multiple tasks and competing deadlines with minimal supervision.
• Exceptional customer service and communication skills to interact effectively with multi-cultural/racial/able students and staff.

Note: Hours of department operation are Monday \xe2\x80\x93 Friday 9 AM \xe2\x80\x93 5 PM

Position does require travel to other campuses are per the needs of business operations.

Position includes lifting from up to 5 to 20 Kg or 11 \xe2\x80\x93 44 lbs. occasionally.

Seneca College