Office of Student Life - Student Information Assistant - Limited Term
University of Ontario Institute of Technology
Oshawa, ON
Office of Student Life

Number of Positions: 1

Position Title: Student Information Assistant

Appointment Type: Limited Term

Salary Range: $41,790 - $50,747

Posting Date: October 4, 2019

Closing Date: October 18, 2019

Job Summary:
The Student Information Assistant contributes to the development and implementation of programs and initiatives that support the successful transition and retention of students at Ontario Tech University. Reporting to the Manager, Finance and Administration, this position is accountable for information and program coordination at the Student Life HUB, and for providing financial and administrative assistance, program coordination, and special projects support for Student Life’s at Ontario Tech.

The Student Information Assistant works in close collaboration with students, faculty and staff across the university to provide information and coordinate student development programming. The Assistant is also responsible for liaising and building relationships with campus and community resources to support successful program delivery.

Responsibilities/accountabilities:
1. Information Coordination
Serves as the first point of contact to the Student Life HUB for students, faculty, staff, as well as applicants and their parents, in person, via email or by phone. This includes:

Providing information and direction to students and visitors to Student Life about programs and services, special events, policies and procedures and/or directs queries to the appropriate staff member or university office in a timely and professional manner
Greeting new students, helping them to identify the nature of their concern, complete intake forms, and book appointments with the appropriate team member
Monitoring booked appointments, rescheduling appointments as requested, tracking cancellations and no shows, maintaining student files, and assisting in the collection of student data and the preparation of reports and statistics
Preparing the Student Life welcome area for opening and closing each day, and ensuring that the area remains tidy and welcoming throughout the day
Preparing notices for front door, hall signs and voicemail messages with the assistance of the Student Life team regarding programs, services, events or changes in office hours
Working with the Student Life team to proactively arrange a schedule for ensuring sufficient coverage for the HUB during business hours
Coordinates work space assignments
2. Administrative Assistance
Supports the Manager, Finance and Administration by providing administrative assistance to support the day-to-day operation of Student Life. This includes:

Assisting with the preparation and processing of administrative paperwork including key requests, business cards, name tags and name plates, directory updates, service requisitions, etc.
Coordinating arrangements for the recruitment, set up and on boarding of new staff, staff departures and other changes, preparing employee contracts and IT set up, updating attendance records within established deadlines, and submitting time sheets as applicable
Sorting and processing mail, booking couriers, makes on-campus deliveries when required and assists with bulk mailings
Maintaining an inventory of stationery and office supplies, orders additional supplies when needed, including photocopy paper and toner
Administering paperwork and coordinating records for student employees working under the Ontario Work Study Program and Ontario Tech Summer Employment Program
Coordinating travel arrangements for centre staff as required
Coordinating equipment and building maintenance as required for the Office of Student Life
Assisting with the creation of administrative processes for Student Life
3. Financial Administration
Supporting units and individuals within Student Life in the organization and coordination of financial processing:

Processing purchasing card statements, expense reports and invoices within established deadlines
Assisting with the purchasing needs of the Office of Student Life including ordering via credit card or web requisition
Assisting with the compiling and tracking of budget and expenses using internal systems and Excel templates
4. Special Projects

Carries out and participates in special projects on behalf of Student Life as required.

Required Skills
Excellent customer service skills, professionalism and diplomacy
Superior organizational skills
Ability to work effectively individually and within a team environment
Computer, word processing, spreadsheet and data base skills
Demonstrated ability to work collaboratively and communicate effectively in writing and orally
Proven ability to carry out detailed procedures
Proven ability to multi task and work well under pressure in a fast paced environment with strict deadlines
Demonstrated ability to take initiative, problem solve, exercise sound judgment and respect the confidential nature of student information
Demonstrated sensitivity to the needs of students with a variety of abilities, cultures and backgrounds
Ability to travel to and work out of two locations

Education:
Post-secondary education or equivalent of education and experience, university degree preferred
Minimum of two years proven experience working in an administrative role, preferably in a university setting
Training and/or experience in mental health first aid, non-violent crisis intervention, or other mental health training is an asset
Experience using Orbis, Clockwork, Banner, and FAST is an asset

Required Experience

How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until October 18, 2019 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. If you require an accommodation to participate in the recruitment process, please notify the Human Resources Department.