Customer Service and Sales Coordinator

Primary Purpose: 

The Customer Service and Sales Coordinator will provide exemplary support to ensure the smooth functioning of all operations within the Edwards School of Business, downtown at the K W Nasser Centre building (256 – 3rd Avenue South). The incumbent is expected to work effectively in a team environment and to provide support and guidance on matters related to the K W Nasser Centre operations.

Nature of Work: 

Reporting to the Business Operations Manager, Executive Education, this position involves working with the online student registration system, receiving payments, answering telephone calls, staffing the front desk, and handling sales inquiries. The work can be extremely detailed with competing deadlines during peak periods. To ensure data integrity, strict attention to detail and high accuracy in data entry is required as the consequence of error is significant to the unit. 

In addition to these responsibilities, this role will also require a strong emphasis on sales and hospitality. Our team is responsible for non-credit professional and continuing education for adult learners, and we prioritize creating an environment that embodies the spirit of lifelong learning and exceptional customer service. Therefore, we are seeking individuals who not only excel in administrative tasks but also possess a passion for sales and a dedication to providing a warm and welcoming experience to all our students and visitors.

Customer-service orientation and problem-solving skills are fundamental in this role, where you will have the opportunity to combine administrative efficiency with the personal touch of hospitality, ensuring that each interaction leaves a positive and lasting impression on our learners.

The hours of work are generally 9:00 am to 5:00 pm, however, some flexibility in hours will be necessary. Some travel is required. 

Accountabilities:

Registration

• Responsible for building programs and events in the online registration system on a quarterly basis including both public and custom programs.
• Receives and enters data for clients registering in programs or events, by phone, email, and in-person.
• Responsible for the handling of all registration and client payments.
• Maintains student registration databases and client information spreadsheets.
• Issues electronic receipts and other class information as required; prepares and issues invoices, generates registration reports and retrieves information from the registration system, including class lists as requested and according to university policy.
• Recognizes, reviews and corrects registration anomalies, or refers to Manager as required.

Administrative

• Responsible for inventory management, pays vendors, and maintains facilities and office supply budget. Oversees other expenses necessary to the day-to-day administrative operations.
• Receives and responds to all internal and external customer inquiries by telephone, email, and mail.
• Develop contracts for facilitators, faculty and custom clients using USask agreement templates.
• Responsible for all catering services for on-site operations. Replenish required catering items such as snacks and coffee.
• Serve as property operations / maintenance point of contact for facilities’ needs and issues.
• Responsible for the set up and take-down of program workshops. Ensure boardrooms and meeting spaces prepared prior to use at onsite and offsite locations.
• Other duties as assigned.

Stakeholder and Customer Service  

• Participate in development of marketing materials such as eblasts, videos, and social media creative and content.
• Responsible for program evaluation data entry.
• Support top of the funnel lead generation through research, targeting and cold calling.
• Assist with execution of recruitment strategies that generate sales leads to increase participant numbers and fill program seats and custom programming.

Qualifications:

Education:

Successful completion of a relevant undergraduate degree or other equivalent education (degree) and experience.

Experience: 

A minimum of three years of related experience in a customer-service oriented environment is required. Demonstrated proficiency using Microsoft Word and Excel is required. Previous experience and understanding of catering ordering, food safety, dietary restrictions and online registration systems is an asset. An equivalent combination of education and experience will be considered.

Skills: 

• Excellent interpersonal and communication skills; possess a professional, responsive, pleasant and effective manner via phone and e-mail communication.
• A high degree of customer service aptitude, with the ability to provide timely and courteous service under stressful conditions with a tactful and friendly approach
• Demonstrated ability to be self-motivated, with the ability to take direction, work effectively and show initiative; proficient proven problem-solving abilities with the ability to respond in a timely manner.
• Demonstrated ability to make discretionary decision making as required
• Meticulous attention to detail, and demonstrates accuracy in all aspect of their work including data entry
• Possesses the ability to learn new technology and procedures quickly, and retain information
• Ability to effectively work independently as well as part of a team while maintaining a professional, calm and positive demeanor in a dynamic fast paced environment
• Demonstrated ability to function within a fast paced, high volume work environment with the ability to manage and prioritize commitment, conflicting deadlines with the ability to anticipate needs
• Demonstrated effective punctual, organizational and time management skills
• Demonstrated proficiency in Microsoft Office including Excel, Word, and Publisher and

Familiarity with Adobe Acrobat and Outlook email software, and proficiency in all aspects of clerical work is required.

• Access to a reliable vehicle and a valid class 5 driver license is required.

Ability to lift up to 15lbs is required.

Department: Edwards School of Business

Status: Term 1 year with the possibility of extension

Employment Group: ASPA
Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $50,780.00 – 79,344.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Specialist Professional

Salary Phase/Band: Phase 1

Posted Date: 3/20/2024

Closing Date: 3/26/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin taapwaywin tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.