Administrative Specialist - Full-Time (Continuing)

at  University of Lethbridge

POSITION QUALIFICATIONS

The successful candidate will have post-secondary education with a strong preference given to candidates that have completed a diploma in Administrative Management. At least two years experience in office administration is required. Previous experience working in a post-secondary or other educational setting would be considered an asset.
The successful candidate must be service oriented, able to maintain confidentiality protocols, and able to collaborate in a small team setting, maintaining effective working relationships with team members, students, University staff, partner organizations and institutions, and the general public. Required experience in Microsoft Suite (including Word and Excel).
This position requires excellent interpersonal and communication skills, interacting effectively with students and others from diverse backgrounds; interpersonal communication skills, problem solving, multitasking, planning, and organization are very important. The ability to learn quickly, prioritize, work independently (with good attention to detail), and work with complex systems in a fast-paced and dynamic environment is significant.

Reception and Front Desk Duties:

• Daily opening/closing of the physical office space
• Reception duties (in person and telephone)
• Asks respectful questions to fully understand inquire/reason for visit, maintains a professional office appearance, and provides or finds answers to questions
• Assists everyone in a professional and friendly manner with a “yes!” frame of mind and attitude
• Answering Calgary Campus email inquiries
• Co-ordinate all International and Academic student advising drop-in appointments, and its online booking platforms
• Receive and process official student documents, as required
• Stocks the Food Pantry as require

Administration Duties:

• Clerical duties such as scanning, photocopying, maintaining office equipment, and ensuring adequate inventory of new office supplies
• Ensures general office equipment is well maintained, serviced, and fully functional.
• Books meetings and meeting rooms, and classrooms
• Organizes events, including room/location booking and set-up, catering arrangements, and coordination of required technology
• Creates requisitions, process expenses, and manages purchases and reconcile statements.
• Runs a variety of student registration and admissions reports to support Academic Advisors
• Provides basic campus orientation materials and communication for instructors
• Ensures promotional literature, program brochures other marketing material are stocked in reception area
• Manages mail services for outgoing, incoming, and intercampus mail
• Supports student volunteer program and laptop lending program
• Responsible for liaison with bookstore in regards to selling merchandise and processing inventory
• Maintains campus SharePoint sites
• Assists with special projects and supports campus Manager and Vice Provost as required
• Takes debit payments for the UofL Calgary, daily
• Records and distributes minutes for various campus staff / faculty and sessional meetings, as needed
• Requesting, processing and distribution of Calgary Campus access key cards, and all individual campus office keys as needed
• Closely work with partner college staff on a variety of initiatives
• Maintains accurate invoicing systems and ensures timely emailing to correct department