Office Assistant
Brock University
St. Catharines, ON, Canada
14d ago

Status : Permanent Full-Time Faculty : Not Applicable Department : Brock International Grade : G Salary Scale : $36,791 -

$51,038 per annum Hours of Work : 35 hours per week Start : ASAP

Careers are Built at Brock.

As a Top Employer in Hamilton-Niagara, Brock University offers unique opportunities in leadership, teaching, research, student support services, and administration.

We have a history of developing the strength and career potential of our employees.

We are on the cusp of something new and exciting. We are launching into our next 50 years and are looking for people who are eager and excited to help our students achieve their goals.

Experience Brock, experience success.

A Day in the Life

Reporting to the Manager, Global Initiatives, the Office Assistant is responsible for creating a welcoming atmosphere and providing proactive, customer-

friendly, quality front-line service to a diverse client population, including current and prospective students, parents, faculty, staff, visitors, and general community members.

The incumbent further provides administrative and operational support to Brock International senior leadership and other staff as required.

As the Office Assistant, you will :

  • Welcome and orientate visitors to the International Centre.
  • Act as the first point of contact by accurately triaging the nature and complexity of inquiries, determining the action to be taken, advising and assisting clients as appropriate, seeking additional information, referring and / or making connections as needed, so that clients receive appropriate information to satisfy their inquiry or desired action.
  • Provide accurate and timely response to email, phone and in-person inquiries from students, staff, faculty, visitors, and members of the public via telephone, email and in person.
  • Educate clients on next steps and alternative actions in cases where inquiries and desired actions may not be immediately satisfied.
  • Collect, sort and distribute incoming mail; prepare outgoing mail and liaise with mail services when signatures or special deliveries are required.
  • Ensure that office equipment is in proper working order; liaise with applicable department / partner as required.
  • Order and maintain stationery and office supplies.
  • Maintain and distribute office keys.
  • Oversee the use of the Global Common, including space bookings and ensuring the general roles are followed by students to ensure fair use of the facility.
  • Accept applications and supporting documents for Brock International Programs such as ESL program, Study Abroad and Exchange Programs.
  • Maintain a supply of university information materials; assist with the preparation of orientation and welcome packages for a range of programs and activities, as necessary.
  • Receive activity and application payments; distribute tickets for student events.
  • Liaise with various departments throughout the University on the department’s behalf.
  • Organize all necessary requirements for new and exiting staff involving submitting computer access requests, security codes, key transfers, office logistics setup, etc.
  • Assist in orientating new staff to departmental procedures.
  • Develop, maintain and support filing system.
  • Arrange and attend meetings, book rooms and equipment, order food / beverages, prepare and distribute meeting agendas and materials, take notes, prepare formatted meeting minutes in a timely fashion for review / approval and circulate minutes to appropriate parties after meetings, as required.
  • Assist and participate in the Brock events, as required.
  • Arrange loan agreements for equipment with staff, students and visitors as well as external suppliers, as needed.
  • Prepare contracts and timesheets for employees, as directed.
  • Compose letters and correspondence, as required.
  • Update and maintain student records, as required.
  • Print transcripts and certificate, as required.
  • Provide backup support to other administrative staff in peak periods.
  • Qualifications

    Successful Candidates Will Have

  • Post-secondary courses including computer applications, office administration, or related courses, or the equivalent combination of education and experience.
  • 2+ years of reception and administrative support experience, preferably in a university or college student service setting.
  • Proven ability to provide quality front-line customer service in a fast-paced environment.
  • Excellent intercultural skills with the ability to effectively assist / provide support to students from diverse cultural and linguistic backgrounds.
  • Ability to establish and maintain effective cross-cultural relationships, with a high degree of cultural sensitivity.
  • Familiarity with Brock International Programs, knowledge of important dates such as admission deadlines, examination schedules, and university closures.
  • Awareness of relevant University policies and procedures.
  • Knowledge of privacy legislation, as it pertains to the use of confidential student information.
  • Solid computer competency including Microsoft Office Word, Outlook, Excel, web applications, internet search engines, scheduling software, and working knowledge of customized Brock systems such as Workday and Brock DB Contract system.
  • Proven ability to exercise sound judgment, tact, discretion, and diplomacy.
  • Excellent written, verbal, and interpersonal communication skills with a customer centric approach.
  • Ability to create a welcoming atmosphere for all visitors to the International Centre.
  • Demonstrated ability to maintain a friendly, supportive, calm, patient, and service-oriented demeanor when dealing with upset or challenging clients.
  • Ability to diffuse challenging situations, prior to referring elsewhere for resolution, if appropriate.
  • Effective in working both independently and as part of a team, in a supportive and collaborative manner.
  • Excellent organizational skills to prioritize workload in a fast-paced environment with changing deadlines, while maintaining focus on quality service.
  • Excellent judgement and problem solving skills in responding to questions and serving as a resource person for the visitors and internal stakeholders.
  • The ability to work effectively in an environment with sensitive and confidential information and situations.
  • Ability to assess situations and effectively interpret documentation, policy and procedures to problem solve customer requests and concerns.
  • Demonstrated ability to take initiative and work independently as appropriate.
  • Competent in gathering material and information using complex multiple systems, in order to provide complete and accurate information.
  • Required to work some extended or alternative hours on a regular basis.
  • Preferred or Assets :

  • Experience working with international students.
  • Ability to communicate in multiple languages.
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