JOB DESCRIPTION
Receptionist & Administrative Assistant
Organization: Louis Riel College (LRC)
Department: Administration
Location: Winnipeg, Manitoba
Position Type: Full-Time
Hourly Rate: $18.50 per hour
Reports To: Director
Start Date: To be determined
POSITION SUMMARY
The Receptionist & Administrative Assistant is responsible for providing professional reception, administrative, student, classroom, and general office support at Louis Riel College.
The position serves as an important first point of contact for students, instructors, staff, visitors, community members, and external partners. The successful candidate will contribute to a welcoming, organized, and professional environment while supporting the day-to-day operations of the College.
In addition to traditional reception responsibilities, this position will assist with student and course administration, classroom coordination, bookings, filing, social media, marketing materials, purchasing, and basic accounting-related administrative duties.
The successful candidate must be personable, organized, dependable, professional, and able to manage multiple priorities in a busy educational environment.
KEY DUTIES AND RESPONSIBILITIES
1. Reception and Customer Service
- Greet students, staff, instructors, visitors, and guests in a friendly and professional manner.
- Answer, screen, and direct incoming telephone calls.
- Respond to general inquiries by telephone, email, and in person.
- Provide general information regarding LRC programs, courses, schedules, events, and services.
- Direct students and visitors to the appropriate staff member or department.
- Receive, sort, and distribute incoming mail and deliveries.
- Maintain a professional, clean, and organized reception area.
- Monitor general reception needs and communicate concerns to management.
- Provide excellent customer service to students, staff, instructors, and visitors.
2. Student and Course Administration
- Prepare and maintain class sign-in sheets and attendance records.
- Maintain organized student and course files.
- Assist with student registration and required documentation.
- File student records and course-related documentation appropriately.
- Prepare classroom materials and documentation as required.
- Support instructors with administrative and classroom requirements.
- Make follow-up calls to students, instructors, clients, and community partners.
- Assist with course communications and student notifications.
- Help ensure classrooms are prepared and organized prior to classes.
- Maintain confidentiality when handling student and employee information.
3. Scheduling and Bookings
- Maintain calendars and schedules.
- Coordinate classroom, meeting room, and facility bookings.
- Assist with scheduling meetings, training sessions, events, and other College activities.
- Communicate booking information to appropriate staff and instructors.
- Ensure rooms are prepared and appropriate materials are available.
- Assist with changes or cancellations to bookings and communicate updates as required.
4. Office Administration and Organization
- Maintain organized electronic and paper filing systems.
- Prepare, format, and organize documents, forms, spreadsheets, and correspondence.
- Assist with photocopying, scanning, printing, and document distribution.
- Monitor office and classroom supplies.
- Assist with ordering and tracking office and classroom supplies.
- Maintain organized shared drives and administrative records.
- Assist with general administrative projects as assigned.
- Provide administrative support to management and other departments as required.
5. Social Media and Communications
- Assist with creating and scheduling social media content for LRC.
- Promote upcoming courses, programs, events, announcements, and activities.
- Assist with gathering information and photographs for social media and promotional purposes.
- Maintain organized social media content and promotional information.
- Assist with basic website or online content updates when required.
- Ensure communications are professional, accurate, and consistent with LRC standards.
6. Marketing and Promotional Materials
- Create posters, flyers, announcements, and other promotional materials.
- Use Canva or similar graphic design programs to develop professional materials.
- Assist with updating existing promotional materials.
- Prepare materials for courses, events, community activities, and College initiatives.
- Assist with printing and distributing promotional materials.
- Work with management and staff to ensure promotional information is accurate and up to date.
7. Accounting and Financial Administration Support
- Provide general administrative support to the accounting team.
- Assist with organizing invoices, receipts, purchase orders, and other financial documentation.
- Assist with filing and maintaining financial records.
- Track and organize documentation related to purchases and expenses.
- Assist with basic data entry and spreadsheet maintenance.
- Forward financial documentation to the appropriate staff member for processing.
- Maintain confidentiality when working with financial information.
- This position is not responsible for independent financial approvals or accounting decisions unless specifically authorized.
8. Events and College Activities
- Assist with organizing College events, meetings, orientations, training sessions, and other activities.
- Assist with room setup and preparation.
- Prepare sign-in sheets, name tags, materials, and other event documentation.
- Assist with ordering or organizing refreshments and supplies.
- Provide administrative and logistical support during events.
- Assist with post-event cleanup, filing, and documentation.
9. General Office Support
- Assist staff and management with administrative projects.
- Perform photocopying, scanning, printing, filing, and data entry.
- Maintain office organization and supplies.
- Assist with opening and closing procedures as required.
- Report facility, equipment, supply, or maintenance concerns to the appropriate staff member.
- Perform other duties consistent with the position as assigned by management.
QUALIFICATIONS
Education
- High school diploma or equivalent required.
- Post-secondary education in business administration, office administration, communications, or a related field is considered an asset.
Experience
- Previous experience in reception, administration, customer service, education, or a similar environment.
- Experience working in a busy office environment is considered an asset.
- Experience working with students or the public is considered an asset.
- Experience with social media and basic graphic design is considered an asset.
- Experience working with financial or accounting documentation is considered an asset.
REQUIRED SKILLS AND COMPETENCIES
Communication
- Excellent verbal and written communication skills.
- Professional and friendly telephone manner.
- Ability to communicate effectively with individuals from diverse backgrounds.
- Strong interpersonal and customer-service skills.
Organization
- Excellent organizational and time-management skills.
- Strong attention to detail.
- Ability to prioritize competing tasks.
- Ability to meet deadlines and follow through on assignments.
- Ability to maintain accurate records and files.
Technology
Proficiency with:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft Teams
- Internet and email applications
- Canva or similar design software
Experience with social media platforms and basic content creation is an asset.
Personal Characteristics
The successful candidate should be:
- Friendly and personable.
- Professional and dependable.
- Organized and detail-oriented.
- A strong communicator.
- Comfortable working with the public.
- Able to work independently.
- A positive and supportive team member.
- Flexible and willing to assist where needed.
- Comfortable working in a fast-paced educational environment.
- Respectful and professional when dealing with confidential information.
WORKING RELATIONSHIPS
The Receptionist & Administrative Assistant will regularly interact with:
- LRC management
- Faculty and instructors
- Students
- Administrative staff
- Accounting staff
- Community partners
- Vendors and service providers
- Visitors and members of the public
The position is expected to maintain positive and professional relationships with all individuals interacting with the College.
CONFIDENTIALITY
The employee will have access to student, employee, financial, and organizational information. All confidential information must be handled appropriately and in accordance with LRC policies and procedures.
The employee is expected to maintain confidentiality both during and after their employment with Louis Riel College.
PERFORMANCE EXPECTATIONS
The successful employee will be expected to:
- Provide professional and welcoming reception services.
- Maintain accurate and organized records.
- Complete administrative tasks in a timely manner.
- Communicate effectively with students, staff, instructors, and management.
- Maintain confidentiality.
- Demonstrate initiative and problem-solving skills.
- Maintain a professional appearance and positive attitude.
- Support the successful delivery of LRC courses and programs.
- Contribute to a positive and respectful workplace.
- Follow LRC policies, procedures, and directions from management.
COMPENSATION
Hourly Rate: $18.50 per hour
Position: Full-Time
Hours: Monday to Friday, based on operational requirements.
Additional employment terms, including vacation, statutory holidays, probationary period, and any applicable benefits, will be outlined in the employee's employment agreement.
Job Type: Full-time
Pay: $18.50 per hour
Benefits:
- Dental care
- Extended health care
- Vision care
Work Location: In person
