The incumbent serves as a first point of contact and provides reception and front-line support to visitors to the Principal’s Office; answers questions in-person, by phone and email; and refers questions and concerns to the appropriate staff within and outside the College.
Duties include: assisting with the coordination of the Principal’s schedule; handling and distributing mail; preparing courier packages; coordinating room bookings; placing service order requests; maintaining and ordering office supplies and equipment; making travel and accommodation arrangements for the Principal and visitors; scheduling and coordinating meetings/events; taking and distributing meeting minutes; providing logistics support for events and meetings; and preparing expense reimbursement claims.
The incumbent also assists with general administrative duties related to recruitment of postdoctoral fellows, new appointments, tenure, promotion and probationary reviews by assisting with document preparation for faculty members, and provides back up support to other New College administrative staff (e.g. Assistant to the Principal, the undergraduate program office).
Two (2) years college diploma in business administration, or an acceptable equivalent combination of education and experience.
Minimum two (2) years of recent and related administrative experience in a front-line position working in a fast-paced office environment, preferably in a college or university setting. Experience with providing routine answers to a wide range of stakeholders and referring them to other resources. Experience with scheduling and coordinating logistics for meetings/events (e.g. room bookings, AV set up, catering), making travel and accommodation arrangements, and assisting with coordinating a schedule/calendar for senior level staff. Experience proofreading, formatting, and editing correspondence and documents. Experience preparing expense reimbursement claims and reports.
Demonstrated advance skills in Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, OneDrive). Excellent data entry and reporting skills. Excellent proofreading skills. Excellent interpersonal, verbal and written communication skills. Excellent time-management and organizational skills.
Ability to organize work, adapt to frequent changes, work under pressure, handle regular interruptions, and maintain confidentiality. Attention to detail with the ability to work in a fast-paced environment with multiple competing demands and priorities. Familiarity with general office equipment. Must have initiative and be able to work effectively and efficiently as part of a diverse team that is committed to social justice ideals. Ability to exercise tact, judgement, and diplomacy. Willingness and interest to engage in professional development. Demonstrated strong customer service orientation and ability to act in an approachable and professional manner with a wide variety of contacts and visitors.
Employee Group: United Steelworkers (USW)