Receptionist/Office Assistant

at  University of Toronto

Date Posted: 03/22/2024
Req ID:36639
Faculty/Division: Ofc of the President
Department: Ofc of the President
Campus: St. George (Downtown Toronto)

POSITION SUMMARY

Under the direction of the Executive Assistant to the President, and working closely with the Assistant Vice-President, Office of the President & Chief of Protocol, the Receptionist/Office Assistant will serve as the receptionist for the Office of the President of the University of Toronto and will provide administrative support to the Office of the President. As Office Receptionist, they will greet all visitors and callers to the Office of the President and assist with their questions and concerns; anticipate, welcome, and offer refreshments to guests of the President’s Office; and receive and process all deliveries to the President’s Office. As Office Assistant, they will provide general support to help smooth running of the President’s Office. They will also provide administrative support to the Assistant Vice-President & Chief of Protocol, to the President’s Chief Strategy Officer, to the Executive Assistant to the President, to the President’s Office Events Team, and to other President’s Office team members as needed. The Receptionist/Office Assistant works in an environment that requires a high degree of sensitivity, responsiveness, independent judgement, and a need to maintain absolute confidentiality. As part of the Office of the President team, the Receptionist/Office Assistant will take initiative, be proactive in offering support to colleagues, and will trouble-shoot issues as they arise.

I. EDUCATION:

• Post-secondary degree/diploma or formal business/commercial school training or an equivalent combination of education and experience.

II EXPERIENCE:

• Minimum three (3) years related administrative support experience, preferably in a post-secondary environment.
• Experience working in a confidential environment preferred.

III SKILLS :

• Proficiency with Outlook (calendar and e-mail), Word, Excel, PowerPoint, Teams. Familiarity with SharePoint is an asset. A willingness to maintain/update knowledge as technology advances.
• Excellent oral and written communication skills are essential.
• Must have demonstrated customer-service skills.
• Must demonstrate strong attention to detail and accuracy.

Reception:

• As the first point of contact for callers and visitors to the President’s Office, the Receptionist/Office Assistant answers all calls and greets all visitors in a welcoming and professional manner.
• Anticipates and welcomes all guests of the President’s Office by being prepared to receive expected guests and by offering and providing refreshments.
• As the front-line person in the President’s Office, the Receptionist/Office Assistant knowledgeably assists callers and visitors who contact the office seeking a resolution to their questions and issues.
• Deals with disgruntled and distressed students, parents, faculty, alumni, or staff who may seek immediate resolution to their concerns and issues by requesting an intervention by the President. Most of these individuals call or arrive unannounced at the President’s Office, and some are in crisis. The Receptionist/Office Assistant takes immediate action and connects the individuals with appropriate person for intervention (i.e., Vice-Provost, Students’ Office, Registrar, Health and Wellbeing professional) and follows through in getting them to the proper area for assistance.
• Receives and processes all deliveries to the President’s office. Opens, scans, logs, and distributes all incoming mail, and manages incoming and outgoing courier deliveries.
• Stays abreast of current events and issues that affect the Office of the President and the University.
• Maintains basic knowledge of the University, its processes, its structure, and its policies in order to assist visitors and callers whose concerns are best addressed elsewhere within the University

Reception:

• As the first point of contact for callers and visitors to the President’s Office, the Receptionist/Office Assistant answers all calls and greets all visitors in a welcoming and professional manner.
• Anticipates and welcomes all guests of the President’s Office by being prepared to receive expected guests and by offering and providing refreshments.
• As the front-line person in the President’s Office, the Receptionist/Office Assistant knowledgeably assists callers and visitors who contact the office seeking a resolution to their questions and issues.
• Deals with disgruntled and distressed students, parents, faculty, alumni, or staff who may seek immediate resolution to their concerns and issues by requesting an intervention by the President. Most of these individuals call or arrive unannounced at the President’s Office, and some are in crisis. The Receptionist/Office Assistant takes immediate action and connects the individuals with appropriate person for intervention (i.e., Vice-Provost, Students’ Office, Registrar, Health and Wellbeing professional) and follows through in getting them to the proper area for assistance.
• Receives and processes all deliveries to the President’s office. Opens, scans, logs, and distributes all incoming mail, and manages incoming and outgoing courier deliveries.
• Stays abreast of current events and issues that affect the Office of the President and the University.
• Maintains basic knowledge of the University, its processes, its structure, and its policies in order to assist visitors and callers whose concerns are best addressed elsewhere within the University.

General Office Support:

• Responsible for the smooth running of the President’s Office. Opens the office each day; keeps the physical office tidy and functional; waters the office plants; manages the office’s newspapers; troubleshoots the shared printer; requests caretaking and facilities support as required; maintains an inventory and orders office and kitchen supplies; keeps up to date the Office Manual, which details the various processes and procedures of the President’s Office.
• Handles catering for recurring and ad hoc meetings of the President and the office’s leadership. Sets up and tidies up catering; orders office catering supplies; monitors catering invoices for order inconsistencies and price increases.

Administrative Support:

• Provides regular and ongoing administrative support to the Assistant Vice-President (AVP), Office of the President & Chief of Protocol. Tasks include (but are not limited to) calendar support—scheduling of meetings, rebooking scheduling conflicts, completing calendar polls; communicating the AVP’s availability and daily schedule to the Office of the President team; occasional travel booking using provided itineraries; collecting, scanning, and organizing expense receipts.
• Provides as-needed basic administrative support to the President’s Chief Strategy Officer. Tasks include (but are not limited to) basic internet research ahead of meetings and events (such as collecting biographies and photos of event attendees); occasional travel booking using provided itineraries; collecting, scanning, and organizing expense receipts.
• Provides regular basic administrative support to the Executive Assistant to the President. Tasks include (but are not limited to) assistance with document preparation; receipt scanning; room bookings; contact list maintenance; basic delivery errands within Simcoe Hall and on St. George campus.
• Provides regular and recurring support to the Director and Manager of University Events. Tasks include (but are not limited to) name badge preparation; menu card preparation; sending e-invitations; tracking RSVPs; shipping materials; ordering event specific supplies.