ID: 18110
Admission and Recruitment Assistant
Queens University - Kingston, ON
Website: https://www.queensu.ca/
Education/Training/Certifications
REQUIRED QUALIFICATIONS:
- Two-year post-secondary program in office/business administration including accounting/bookkeeping knowledge
- Computer and office skills, including advanced proficiency with Microsoft Office Outlook, Word, Excel, Access and PowerPoint programs, Web-based meeting platforms, Fluid Surveys, WebPublish as well as the ability to learn new software
- Previous experience in an administrative office
- Consideration may be given to an equivalent combination of education and experience
SPECIAL SKILLS:
- Respects diversity and promotes equity and inclusion in the workplace
- Knowledge of standard office administrative procedures and ability to operate a range of standard office equipment
- Knowledge of educational organizational structure and administrative systems such as PeopleSoft considered an asset
- Excellent interpersonal and communication skills, both verbal and written, to deal with a broad range of individuals and to provide clear and accurate information both in traditional formats and other media platforms
- Discretion, tactfulness and ability to adhere to strict confidentiality; ability to professionally represent the Undergraduate Admission and Recruitment office
- Ability to function as a member of a team, to work cooperatively with colleagues in Undergraduate Admission and Recruitment and with members of the internal and external University communities
- Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations. Ability to identify when to escalate issues and recommends options
- Ability to take initiative, work with minimal supervision and make independent, routine decisions
- Excellent organizational, and time-management skills, to coordinate own work and the work of others
- Web-editing skills to update and maintain data and conduct research
- Writing, editing and proofreading skills, requiring accuracy and attention to detail
- General accounting/bookkeeping skills
- Ability to maintain focus under pressure while executing many different duties, all needing urgent attention, and with frequent interruptions. Flexibility to rearrange priorities and take initiative to successfully resolve urgent matters
DECISION MAKING:
- Makes decisions to ensure the efficient operation of the office, with minimal direction
- Recognizes urgent matters amongst multiple requests, all with competing deadlines and prioritizes information that needs to be dealt with immediately
- Responds to inquiries and determines whether to refer, and where to refer to ensure that the inquiry is handled promptly; redirects to senior staff or other individuals as required
- Follows up as required on inquiries and ensures matters achieve successful resolution
- Determines the best method to communicate and distribute information and to whom
- Makes recommendations regarding office administration procedures; suggests and helps implement changes
- Makes recommendations on which vendors to use when ordering supplies in order to make the most economical and cost-efficient decisions
Position Requirements
Reporting to the Managers, Undergraduate Enrolment, and receiving day-to-day work direction from the Senior Admission Coordinators, the Admission and Recruitment Assistant is responsible for providing administrative support to Undergraduate Admission and Recruitment. The Admission and Recruitment Assistant is accountable for the accurate and efficient organization and distribution of data, including preparation of reports based on routine queries, managing databases and web content to assist with achieving unit objectives or other administrative duties as assigned. The incumbent is required to have a high degree of attention to detail, ability to prioritize tasks and the ability to work both independently and as part of a team.
KEY RESPONSIBILITIES:
- Provides administrative support to Undergraduate Admission and Recruitment as needed, including answering/screening phone calls, responding to email inquiries, scheduling meetings and meeting rooms, and data management of files and file systems
- Produces reports based on routine queries; initiates and prepares correspondence, compiles, processes and distributes information. May act as recording secretary for related committees and task forces
- Coordinates information for internal and government portals/databases and websites that relate to Undergraduate Admission and Recruitment
- Researches and compiles data as requested by Undergraduate Admission and Recruitment staff or others, organizing information into a useable form
- Provides general accounting/bookkeeping backup support to the Office Coordinator for tasks such as journal entries, accounts payable/receivable, invoices, requisitions, reconciliation, cheque preparation and travel reimbursements, adhering to the University’s financial policies and procedures. Processes and verifies financial transactions. Provides financial summaries as required and resolves discrepancies, referring only complex problems to more senior staff
- Updates the Undergraduate Admission website and other websites (e.g. E-Campus Ontario, OnTransfer); installs new software as directed
- Prepares electronic and hard-copy mailings related to Undergraduate Admission activities. Liaises with postal and courier services
- Coordinates and manages the electronic databases (Transfer, School Bookings etc.). Provides support to Undergraduate Admission staff on best use of all aspects of the databases
- Assists in software system testing when required
- Maintains inventory and orders supplies in support of Recruitment Activities and tracks and reports expenses
- Processes incoming and outgoing e-mail and maintains a mail log, ensuring that communications are distributed or redirected correctly, often working with very sensitive and highly confidential information
- Delegates work to student employees as required
- Undertakes other duties as delegated in support of the Unit
Type of Job: Full Time,
Hourly Wage/Salary: To be discussed
Hours: 35 hours per week
Closes: Mar 28, 2022
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