Administrative Assistant, Student and Enrolment Services

The University of Calgary - Calgary, AB (30+ days ago)

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Position Overview

International Student Services within Student and Enrolment Services is currently seeking a Full-time Limited Term Administrative Assistant for approximately 2 years.

This position reports to the Manager, International Student Services (ISS) and will provide basic administrative support to the International Student Services team and act as a central source of information for students, faculty, staff and visitors regarding international student issues, programs and services.

This position is located in an active student lounge area with potentially high levels of distraction. This requires a team member who thrives in a high-energy environment. This is a full-time position and the regular shift is 7 hours per day, 8:30 a.m. to 4:30 p.m., Monday through Friday.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Is the first line of contact in International Student Services, responding to inquiries efficiently and effectively
Manage room bookings and scheduling
Project excellent customer service skills to all stakeholders affiliated with International Student Services
Act in an appropriate manner in matters that are not routine and display flexibility when required to act as a support for other team members
Act as an International Student Services resource and expert for students, faculty and staff visiting the ISS office; identify when inquiries need additional expertise and escalate to appropriate contacts in a timely manner
Is punctual regarding opening and closing procedures for the office
Work in a fast-paced environment with frequent interruption and easily balances Customer Service and Administrative duties
Order office supplies and track inventory
Oversee ISS lounge and meeting rooms ensuring that space is organized and welcoming
Organize ISS Open House annual event to orient students, staff and faculty to ISS services and space
Take payments for international student programs and events, provide event registration support, respond to student inquiries by email and in person, and make cash deposits for money collected from event registration
Provide day-to-day oversight of ISS volunteers
Oversee front desk intake process, collect and analyze intake data and identify student trends
Solicit items from community partners and organizations for use as prizes and giveaways to new students
Compile ISS Newsletter
In collaboration with ISS Advisors, compile and schedule updates to the ISS website, social media accounts (Facebook and Twitter) and printed promotional materials, and work with SES Marketing and Communications to complete those updates
Assist other Student & Enrolment Services Departments with general administrative tasks as needed

Qualifications / Requirements:
Post-secondary diploma or certificate in Office Administration, plus 1-3 years administrative experience in a professional environment or the equivalent combination of education and experience
Familiarity with the University of Calgary an asset
Flexibility and ability to perform and switch between a variety of tasks
Strong interpersonal and intercultural communication skills, including diplomacy and conflict resolution skills
Superior customer relations and active listening skills
Strong organizational skills and attention to detail
Intermediate to advanced knowledge of MS Office software
Volunteer supervision experience an asset
Proficiency in languages other than English an asset

Application Deadline: February 27, 2020. A complete application for this position includes both a cover letter explaining your motivation for applying, and a resume.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.