Administrative Assistant & Receptionist

Kwantlen Polytechnic University•Surrey, BC

30d

About The Position

We are currently seeking an Administrative Assistant & Receptionist to join our Office of the Registrar team. This role provides administrative support and performs first point of contact reception duties for the Future Students’ Office, as well as supporting the broader FSO team to ensure effective day-to-day operations. The position involves providing information, support, resources, and advice regarding admission requirements and procedures, programs, and services to walk-ins and phone inquiries for the purpose of generating prospective student applications.

Requirements

Completion of Grade 12 and at least one year of post-secondary education supplemented by two years’ experience in a receptionist and administrative support capacity.
Proven ability in managing multiple demands within a large and complex organization.
Demonstrated high quality organizational, planning, coordination, problem-solving and follow-up skills.
Superior accuracy and attention to detail, particularly in editing documents.
Proven ability to meet changing priorities and multiple demands while maintaining high levels of customer service.
Ability to independently draft correspondence, meeting minutes, reports, notices and other business communications based on knowledge of established styles, practices and policies.
Demonstrated ability to communicate effectively in English, both verbally and in writing.
Advanced level of competency using computer applications such as MS Word, Excel, Outlook, electronic calendars, e-mail and web browsers.
Typing speed of 50 wpm with high degree of accuracy.
Ability to work independently with minimal supervision to achieve assigned deadlines.
Proven ability to successfully recognize, analyze and solve problems.
Good working knowledge of routine office systems and procedures for particular reference filing systems, clerical control systems, record keeping, etc.
Demonstrated ability to accurately record and transcribe minutes of meetings.
Ability to work effectively as a constructive and cooperative team member.
Demonstrated ability to use sound judgment to answer questions and refer matters to appropriate team member.
Proven excellence in interpersonal skills, with the ability to patiently and effectively deal with a diverse range of people in a professional and pleasant manner.

Nice To Haves

Experience in a fast-paced student services oriented department.
Completion of a certificate or diploma from an accredited post-secondary institution and a minimum of three years of administrative experience demonstrating progressive increases in responsibility.
Post-secondary work experience is an asset.
Familiarity with BANNER and MS SharePoint is an asset.
Experience with financial budgets is an asset.
Familiarity with the collective agreement and University policies.

Responsibilities

Provide administrative support and perform first point of contact reception duties for the Future Students’ Office.
Support the broader FSO team to ensure effective day-to-day operations.
Provide information, support, resources, and advice regarding admission requirements and procedures, programs, and services to walk-ins and phone inquiries.
Generate prospective student applications.
Address confidential matters and materials with discretion and tact.
Meet changing priorities and multiple demands while maintaining high levels of customer service.
Independently draft correspondence, meeting minutes, reports, notices, and other business communications.
Record and transcribe minutes of meetings accurately.
Answer questions and refer matters to appropriate team members using sound judgment.
Deal patiently and effectively with a diverse range of people in a professional and pleasant manner.
Work a flexible schedule, including evenings and weekends.