Receptionist and Administrative Assistant (1-Year Term)

Date Posted: 03/27/2024

Req ID: 36672

Faculty/Division: Faculty of Applied Science & Engineering

Department: Professional Experience Year

Campus: St. George (Downtown Toronto)

Position Number: 00053156

Description:

About us:

The Engineering Career Centre (ECC) connects University of Toronto students with meaningful professional experiences that provide a solid foundation for successful careers and life-long learning. In addition to hosting a wide range of professional development workshops, events, and services throughout the year, the ECC team runs a work-integrated learning program to connect engineering students with a wide range of industry opportunities. As passionate and career-driven academic professionals, the ECC team seeks to nurture students and provide a comfortable transition from academic to professional life.

Your opportunity:

The Engineering Career Centre is an open, professional environment that fosters a culture built on respect, professionalism, goal orientation, self-motivation, accountability, excellence, and teamwork. The leadership team believes in recognizing and valuing our employees’ contributions to the advancement of the department’s goals while promoting a strong commitment to work-life balance among our employees.

The Experiential Learning Commons (ELC) is a newly created space that is home to the Engineering Career Centre (ECC) and its PEY Co-op Program, the Faculty of Arts & Science’s Experiential Learning and Outreach Support (ELOS) and Arts & Science Internship Program (ASIP), and Student Life. The ELC provides the three departments with the physical work environment that supports U of T students in exploring how their academic experiences can help them contribute to the broader community and society, and allows the departments to have a more harmonized approach to managing employer outreach and engagement.

Reporting to the Manager, Operations, the Receptionist and Administrative Assistant is responsible for providing front-line administrative and customer service supports to students, employers, and community partners visiting and participating in programming with the ELC. They will be accountable to the Faculty of Applied Science and Engineering and the ECC but will also support the activities of the ELC more broadly. The incumbent will maintain an atmosphere of approachability and accessibility within the reception space at the ELC, tactfully providing solutions to students, employers, and ELC guests, supporting the operations of the ECC, and upholding a standard of exceptional customer service. The Receptionist and Administrative Assistant plays a critical role within the ECC and ELC teams, coordinating schedules and meetings, resolving and escalating issues, booking spaces, assisting with communications and correspondence, maintaining office equipment and inventory, supporting events and programming, and collaborating to identify variations to administrative processes. The Receptionist and Administrative Assistant occupies a vital position in setting the tone for all those entering the ELC space and utilizing its services and provides unparalleled customer service for both internal and external clients.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries.
• Resolving issues within the scope of the role and escalating problems as required.
• Following rules and procedural instructions when opening and/or closing work area.
• Distributing incoming and outgoing mail and deliveries.
• Maintaining office equipment and supply inventory.
• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Ordering supplies with approval.
• Applying established standards when cleaning rooms and equipment.

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of relevant clerical, administrative, customer service, and reception experience in a front-line position working in a busy office environment, working with databases, data entry and word processing.
• Experience organizing administrative and logistical aspects of online and in-person meetings, including booking meeting spaces, drafting agendas, gathering and sharing meeting material and taking minutes.
• Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements.
• Demonstrated ability in creating a seamless stakeholder experience.
• Strong written and verbal communication skills.
• Strong service-orientation and excellent front-line customer service skills.
• Excellent organization and time management skills and demonstrated ability to meet competing priorities.
• Proven ability to prioritize own workflow, and demonstrated ability to coordinate efficient administrative processes.
• Ability to apply guidelines to a variety of situations where appropriate and handle confidential information.
• High degree of initiative, tact, judgement, meticulous attention to detail and ability to work independently and within a team.
• Ability and willingness to assist with basic food preparation, ordering, receiving, and storing products in kitchens, and cleaning and tidying kitchen equipment, utensils, and dishes.
• Willingness to learn and implement new methods, procedures,and programs.
• Strong computer skills, including knowledge of MS Office.
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

To be successful in this role you will be:

• Accountable
• Approachable
• Diligent
• Meticulous
• Organized
• Self-directed

NOTE: This role is NOT currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 04/10/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 07 — $58,012 with an annual step progression to a maximum of $74,189. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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