Information Officer

University of Ottawa•Ottawa, ON

5d•Onsite

About The Position

The Professional Development Institute (PDI) of the University of Ottawa has been in the business of providing recognized career learning for over 40 years. Tens of thousands of decision makers and professionals at all levels in the public service and the private sector benefit from courses, programs and events to advance their knowledge and expertise. PDI’s experienced instructors are content and industry experts in their field and are trained to meet the specific needs of adult learners. Reporting to the Lead Coordinator, Business Operations, the incumbent provides frontline client service by greeting members of the University community and visitors, providing them with information and directing them to the appropriate person or service. Performs administrative tasks in order to support the unit’s operations.

Requirements

High school diploma; completion of post secondary training in office and administration preferred
Minimum two years of demonstrated experience in a similar role
Sales experience
Experience using computer systems and software such as Windows, word processing software, spreadsheets, the internet and email
Excellent communication, interpersonal and customer service skills
Discretion and ability to maintain confidentiality
Dependability
Sound judgment
Strong organizational skills
Ability to work under pressure
Bilingualism – English and French (oral and written)

Responsibilities

Acts as resource person by informing the University community and the public of the unit’s products, services, activities, schedules, rates, regulations and policies.
Promotes offered services and products and recommends services and products that will best meet clients’ needs, or directs requests to the right person or service.
Handles requests and takes payments for products and services, such as event ticket sales, sports packages, parking passes and room rentals.
Helps clients fill out administrative forms.
Receives and reviews complaints about products, services or policies, updates accounts and provides follow-up in accordance with established procedures.
Performs administrative tasks in order to support unit operations, such as registering participants for activities, entering and updating data, writing and preparing administrative documents, reserving rooms, managing unit activity and event calendars, and handling mail.
Performs administrative tasks to support day-to-day financial operations, such as entering data, issuing invoices, taking payments, doing bookkeeping and recordkeeping, and auditing and reconciling accounts, while complying with relevant policies and regulations.
Arranges refunds, exchanges and cancellations.
Identifies discrepancies and makes the appropriate corrections to maintain data integrity.
Performs regular and ad-hoc inspections of facilities, equipment and material under their responsibility, in order to ensure that they are safe and functioning at all times.
Identifies any necessary repair and construction work to prevent accidents and avoid major repairs.
Answers general questions about related policies and informs superiors of irregularities.
Establishes and maintains an effective filing and records management system to preserve record confidentiality and ensure that complete and accurate documentation is available for future reference or audit purposes.