Receptionist - Office Assistant 2 (AESES)
University of Manitoba
Winnipeg, Canada
9h ago

Responsibilities :

Receives and directs visitors and students.-Answers, screens and relays those calls not addressed through ECP system to the appropriate program personnel or student.

  • Answers and directs emails.-Provides general information to the public (i.e., information packages, brochures, etc.).-Processes Field Placement related correspondence as required (i.
  • e., field manual, letters, etc.).-Assists Academic Advisor with Student Handbook. -Assists Student Counsellor with developing program newsletter twice yearly.

  • Updates bulletin board.-Responsible for taking pictures, filling forms and getting Student ID cards made. -Recruitment and selection process : revises mailing lists, sends out application forms and program information packages.
  • Prepares applicant and interviewer's kits.-For recruitment and selection - Makes in-town and out-town posters, puts packages together, makes badges, files folders, takes pics of students who come for orientation.

  • Troubleshoots Internet and computer problems.-Maintains student e-mail database and sending them e-mails as and when required.
  • Updates event pictures in the front office.-Responsible for maintaining an inventory of office supplies on hand and ordering of office & cleaning supplies, etc.
  • as required.-Responsible for all incoming mail, outgoing mail and courier service.-Responsible for photocopying and circulation of general correspondence.

  • Arranges rental of graduation attire, updates lists and types letters to dignitaries. Sends invitations to appropriate organizations.
  • Prepares Grad certificates.-Troubleshoots problems with telephone, photocopiers, fax and postage machine and arranges for repair of same.
  • Submits monthly readings for copiers to Xerox. Postage meter updates. Recycling pick up.-Responsible for taking minutes at monthly Staff meetings and Field & Faculty meetings-In consultation with the Director, responsible for arranging twice yearly Policy Advisory Committee Meetings, updates participant lists, sends letters of invitation, prepares information package and takes minutes.
  • Responsible for Giveaway list updates.-Prepares student files. -Responsible for monthly AED check.-Sets up classrooms for the day when library assistant is absent (laptops, projectors)-Other duties as assigned.
  • Qualifications : MINIMUM FORMAL EDUCATION / TRAINING : -Completion of a formal training program in a related discipline from a recognized institution plus one year of directly-related experience.

  • orTwo years of directly-related experience. EXPERIENCE : -An acceptable combination of education and experience may be considered SKILLS AND ABILITIES : -Demonstrated proficiency in the use of Microsoft Office applications, specifically Word and Excel are required.
  • Demonstrated ability to provide excellent customer service is essential.-Excellent verbal and written communication skills and ability to deal effectively and tactfully with all levels of staff and the public is required.
  • Must be proficient in the used of email programs and Internet browsers.-Must have a demonstrated ability to recognize and solve basic computer / printer / photocopier problems.
  • Must have the ability to multi-task, prioritize and stay organized wit frequent interruptions while working under high levels of stress at times.
  • Demonstrated ability to take initiative and work independently.-Must have strong work ethic and be willing to take the initiative to solve problems and learn new tasks with a "can do" attitude.
  • Attention to detail is essential.-Must have special interest in being part of a team.-Objectivity, tact, patience, sympathetic, and conscientious approach with a friendly, helpful demeanour are required assets.
  • Satisfactory work record, including satisfactory attendance and punctuality, is required.
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