Reception Assistant

University of Toronto

Date Posted: 11/17/2022
Req ID: 28540
Faculty/Division: Vice-Provost, Students
Department: Student Success
Campus: St. George (Downtown Toronto)
Position Number: 00052735


About us:

Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.

Within the Division of Student Life, the cluster of Student Life Programs and Services, supports students as they achieve personal, academic, career and civic goals. We engage students throughout their learning and development with the following units: Academic Success, Accessibility Services, Career Exploration & Education, Centre for Community Partnerships, Clubs & Leadership Development, Housing, Indigenous Student Services, Mentorship & Peer Programs, Multi-faith Centre, Orientation, Student Success, Transition & Engagement and TCard Services. Together with staff, faculty, students, alumni, employers and community partners, we provide an integrated and coherent path to success that reflects our students’ diversity.

In support of U of T’s vision, Student Life Programs and Services is committed to creating diverse, accessible, inclusive and welcoming spaces of opportunity that foster deepened engagement, learning, personal growth, and identity development for all students. We are committed to embedding these principles into all the work we do, reducing barriers so that students from all backgrounds and lived experiences can feel a sense of belonging in the communities they find here.

To align with our strategic priorities, we encourage individuals from Black, Indigenous, and racialized communities to apply.

Your opportunity:

Under the general supervision of the Associate Director, Student Success, the incumbent provides reception and administrative assistance. The Reception Assistant is the front-line receptionist and courteously greets and welcomes all visitors to Student Success, and performs general clerical duties supporting the staff. The incumbent will inform students and recent alumni of the many resources, services and programs available to assist in all aspects of their academic success, career development and housing needs. This includes registering students, orientation and booking into programs/services, providing appropriate, timely and accurate information and referrals to Academic Success, Career Exploration & Education, Housing and other Student Life services. The assistant provides quality customer experience for students, alumni, employers and the community in person, over the phone, by email and through an online chat tool.

Your responsibilities will include:

  • Responding to enquiries within the defined scope of the role and redirecting as appropriate
  • Resolving issues within the scope of the role and escalating problems as required
  • Scheduling appointments
  • Booking rooms and arranging appropriate accommodations
  • Liaising with contacts to ensure consistent administration procedures are followed
  • Identifying and introducing variations to established administration processes
  • Writing routine documents and correspondence
  • Handling sensitive and/or confidential information

Essential Qualifications:

  • College Diploma (2 years) or an acceptable equivalent combination of education and experience.
  • Minimum two years of relevant clerical, administrative and reception experience in a front-line position working in a busy office environment, working with databases, data entry and word processing.
  • Experience providing excellent customer service to a wide variety of stakeholders and providing assistance and support to clients/students.
  • Experience creating and maintaining electronic and hardcopy filing systems.
  • Strong MS Word, Excel and database skills.
  • Excellent oral and written communication skills. Excellent interpersonal skills.
  • Excellent front-line customer service skills.
  • Excellent organization and time management skills and demonstrated ability to meet competing deadlines, high degree of accuracy.
  • Demonstrated professionalism and tact, ability to interact and communicate effectively with a diverse group including students, faculty, and staff.
  • Demonstrated initiative, attention to detail and ability to work in a busy office.
  • Proven ability to prioritize own workflow, and demonstrated ability to coordinate efficient administrative processes.
  • Ability to remain calm, professional and solutions oriented in instances where guests or the general public may be demanding or challenging.

To be successful in this role you will be:

  • Approachable
  • Communicator
  • Multi-tasker
  • Tactful
  • Team player

Closing Date:
11/28/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term This is a 10-month Term role ending September 2023, with the possibility of renewal.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 – $53,222 with an annual step progression to a maximum of $68,063. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Anita Chooraman

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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