Date Posted: 08/26/2024
Req ID: 39472
Faculty/Division: Faculty of Arts & Science
Department: Munk Sch Global Affairs & Public Policy
Campus: St. George (Downtown Toronto)
Position Number: 00037808

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs. We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Munk School of Global Affairs & Public Policy proudly offers 14 teaching programs in a variety of areas of global expertise. We are home to exceptional faculty, experts and researchers from around the globe, and more than 40 academic centres, labs and programs. Our goal is to build a unique, world-renowned research, teaching and public engagement hub that shapes the contemporary field of global affairs from within Canada. Our School unifies those who are passionate about global affairs to research, discuss and address the problems of a fast-changing world.

Your opportunity:

The Receptionist and Office Assistant will provide reception and administrative assistance at the Munk School of Global Affairs & Public Policy. The Receptionist and Office Assistant is the front-line receptionist and courteously greets and welcomes all visitors to the office, responds to inquiries and redirects to appropriate contact, assists with student record clerical activities, answers the main telephone line, receives, distributes and sends courier packages and mail; coordinates room bookings and appointments.

The incumbent also serves as an integral part of the Masters of Global Affairs and Undergraduate programs teams where s/he provides administrative support through booking space for classrooms and events; coordinating event logistics; maintaining administrative documents (lists, databases, spreadsheets, flyers and newsletters). The incumbent provides information to prospective students on the application process and assists with preparing admissions applications.

The incumbent provides administrative assistance, including creating and updating documents and spreadsheets, maintains filing systems and updates School lists, photocopies and collates materials. The Receptionist and Office Assistant work with the School administrative staff to coordinate logistics for events, including making venue and catering arrangements, receiving registrations and compiling material needed for the events. The incumbent collects invoices and receipts for office expenses. To assist with the office operations, the incumbent maintains office supplies, places orders for office equipment maintenance and repairs, and keeps logs of office equipment.


Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Booking rooms and arranging appropriate accommodations
• Liaising with contacts to ensure consistent administration procedures are followed. Identifying and introducing variations to established administration processes
• Writing routine documents and correspondence. Verifying the accuracy and completeness of documents
• Determining logistical details and activities for events and/or programming
• Making minor purchases
• Reporting and following up on facilities issues within the building
• Providing administrative support as needed to the Office of the Director and Executive Director of the School

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years recent and related administrative, clerical and reception experience in providing front line services to students and vistors in an academic institute.
• Experience providing excellent customer services in a busy office environment.
• Experience scheduling appointments, booking rooms, booking travel arrangements and accommodations.
• Experience managing events logistics, including booking space, prepaing communicaiton materials, arranging catering and assisting in post-events evaluations.
• Experience maintaining electronic and physical filing systems.
• Experience writing, proofreading, and editing documents.
• Experience making minor purchases, preparing expense, and reimbursements.
• Experience working with databases, including ROSI and ACORN.
• Proficient in MS Word and Excel skills; skilled in data entry and working with databases.
• Excellent verbal and written communication skills, with the ability to interact professional with others.
• Excellent data entry skills.
• Demonstrated ability to work in a fast pace, busy office.
• Familarity with Munk's undergraduate programs and student populations.
• Demonstrated ability to interact with people in a tactful, polite, professional and diplomatic way.

Assets (Nonessential):

• Experience with Canva would be an asset.

To be successful in this role you will be:

• Courteous
• Diplomatic
• Possess a positive attitude
• Proactive
• Tactful
• Team player

Closing Date: 09/05/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule:
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $59,172. with an annual step progression to a maximum of $75,673. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

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.