Receptionist/Secretary

This position is the first point of contact for the Department of Physics and Astronomy, and provides front line receptionist duties and administrative support in the General Office.

Reporting to the Assistant to the Chair, the receptionist acts as a resource person, answers inquiries (at the counter, on the telephone or email) from student, faculty and general public by applying established procedures, and when necessary, re-directing queries to appropriate personnel.

Responsibilities include General Office support (reception, ordering supplies, room bookings, sorting and distributing mail/courier items); organizing, preparing and compiling materials for exams, textbooks and other course materials; assisting the Graduate Assistant with graduate related matters; maintaining departmental library; assisting colloquium/seminar coordinators in advertising and arranging visitor itinerary; producing and distributing departmental newsletters; assisting with Department purchasing and accounting; Performs other duties similar in scope and complexity as required.

Skills

• Acts effectively and professionally in a receptionist capacity in a busy General Office
• Ability to work independently while being a team player
• Ability to communicate effectively with faculty, staff and students utilizing initiative, tact and diplomacy
• Ability to communicate effectively with faculty, staff and students in a calm, courteous and cooperative manner regarding policies and procedures related to student exams, registration, and travel claims
• Good organizational skills and ability to multi-task with accuracy and within deadlines while in a busy office environment with frequent interruptions
• Good knowledge of general office procedures
  
  

Specialized Knowledge/Education

• Strong clerical skills using variety of software (MS office applications)
• 1-3 years related experience in a general office environment
• Basic web editing experience would be an asset
• Experience with University systems: BANNER, FMIS, Chrome River and FAST Student Reporting considered an asset
  
  

Experience

• Minimum of one year secretarial experience or equivalent combination of education and experience