Description:
The responsibilities of this position encompass a wide variety of tasks to support the main office administrative team. The primary responsibilities include admissions support, office administration, and financial reconciliation. The incumbent must be knowledgeable, congenial, and professional and provide administrative services to faculty members, the Office of the Director, the Program Manager, and the Associate Directors as required.
Responsibilities:
Office Administration
- Key Control:
- Issue key permits to incoming faculty/staff/students and visitors
- Code security FOBS that allow access to various areas of the building
- Collect and reconcile key deposits, issue refunds when required
- Responsible for maintaining and monitor the security schedule for the School and the Clinic
- Monitor expiring key permits
- Room Bookings:
- Provide support for booking rooms for meetings, seminars and/or special events
- Liaise with the Bookings Office to secure room booking outside of the School’s domain (except for didactic course and lab rooms)
- Responsible to keep all electronic room schedules up-to-date via Outlook
- Responsible to book extra equipment when required for meetings (tables, chairs, easels, poster boards etc)
- Reception:
- Answer main office phone lines and re-direct when required
- Answer all incoming inquires and act as the first point of contact via in-person, on the phone or through email communication
- Assess inquires and distribute to the appropriate personnel as required
- Distribute incoming mail to faculty, staff, graduate and undergraduate students twice daily basis
- Accept all parcel deliveries to the main office and distribute as required
- Prepare courier and/or shipping forms when required
- Monitor the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishing as necessary
- Responsible for all course photocopying and scanning
- Maintain faculty and staff address listings
- Respond to concerns regarding heat, lighting, and ventilation by contacting Plant Operations
- Responsible for electronic data management with the scanning for documents and creating electronic copies of files and/or documents as required
Admissions and Undergraduate Studies
- Accurately match all admission documents received
- Respond to telephone and email inquiries regarding the admissions process and requirements
- Manage OAT documents and delivery of information to Registrar’s Office.
- Assist with admissions process:
- Identify missing documents, discrepancies or other issues
- Communicate discrepancies to the Admissions and Program Manager
- Follow up with candidates to inform them of missing documents to make their files complete
- Assist with the organization of the Admissions Weekend
- Prepare and maintain student absence requests and documents for UGS committee
- Maintain records and process locker assignments for all OD students.
- Process and reconcile locker rentals
- Prepare block enrolments for each academic term
Pre-clinic supply management
- Order and maintain all pre-clinic supplies for use in all laboratory and didactic courses
- Ensure the secure storage of all diagnostic drugs and replenish only when required which results in frequent checks of drug levels within the pre-clinic
- Rotate drugs on a first-in, first-out basis to ensure that expensive supplies are not expiring prior to being used within the pre-clinic
- In conjunction with the course instructors, ensure that supplies are ordered prior to the start of each term
- Provide support to the WLRC in keeping the drugs bins filled and up-to-date for the afterhours pre-clinic sessions
Administrative Support
- Provide backup support to the Graduate Advisor/Coordinator and the Coordinator, Professional Services
- Provide administrative support to the Office of the Director (Director, Administrative Officer and Financial Officer), the Associate Directors (Academic, Clinical Programs, Research and Advancement) and the Admissions and Program Manager when required
Qualifications:
- College diploma or undergraduate degree and/or equivalent education and work experience.
- Experience working in an administrative role within a dynamic and fast-paced environment, preferably in academia.
- Previous experience in a customer service position and/or educational organizations is essential.
- Professional, reliable and team player mindset
- Proven ability to work independently and as a team member in a busy deadline oriented and varied
- environment with changing priorities
- Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities with strong attention to detail and accuracy is required
- Demonstrated ability to handle confidential information with discretion
- Strong communication and organizational skills
- Proficiency in Microsoft Office (Work, Excel, Access) required
- Experience with QUEST and OnBase an asset
- Excellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills required