Receptionist

University of Waterloo•Waterloo, ON

2d•CA$47,211 - CA$59,014•Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-01482 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Permanent Department: Associate Provost, Campus Support and Accessibility - Operations and Administration Hiring Range: $47,210.94 - $59,013.67 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Thursday, July 30 2026, at 11:59PM.

Requirements

Postsecondary degree or certificate in relevant field and/or suitable combination of education and experience. Specific education or training in Office Administration, Business Administration, or related discipline is an asset.
Experience in customer service
Demonstrated ability to perform reception duties
Strong computer literacy with Microsoft Word and Excel and basic computer literacy with PowerPoint
Exceptional client service approach, including the application of a trauma-informed, anti-oppressive approaches. Ability to manage strong emotions, offer support, and utilize de-escalation skills when necessary
Demonstrated ability to work collaboratively in a diverse team
Attention to detail and accuracy
Ability to remain flexible and respond to competing demands in a fast-paced environment
Ability to exercise sound judgement and diplomacy and discretion when handling confidential and sensitive information
Excellent interpersonal and communication skills
Strong organizational and attention skills

Nice To Haves

Specific education or training in Office Administration, Business Administration, or related discipline is an asset.
Experience working with individuals with disabilities, and securing appropriate support for persons in a crisis, is an asset.
Previous experience in a secondary or post-secondary school work environment is an asset.

Responsibilities

Provides exceptional customer service to clients and other stakeholders. This involves an awareness and sensitivity to a variety of disabilities that might cause disruptions, challenges, and disputes in the office or on the phone.
Answers phones, takes messages, directs calls, and answers ‘tier 1’ (general) questions
Responds to select inquiries made to general email accounts
Escalates inquiries as necessary to appropriate subject matter experts
Use knowledge of University to ensure clients are directed to appropriate campus support services and resources
Manages reception flow by identifying the purpose of each client’s visit and directing them appropriately
Schedules appointments
Greets and checks-in clients who arrive for appointments
Supports short-notice staff absences by rescheduling appointments
Assists clients with completing required forms for their appointments (e.g., consent form), ensuring the forms are appropriately uploaded to a client’s record
Assists in the preparation of client appointments, including pulling client files when needed
Appropriately handles confidential health records (receives and uploads documents to the client’s record within the departments’ respective enterprise system)
Organizes and maintains filing system, including the storage and destruction of confidential medical records.
Maintains an orderly front desk ensuring confidentiality of client files and documents
Keeps record of client-related documents delivered to the office