| Date: |
January, 2015 |
| Reports to (Job Title): |
Executive Officer |
| Jobs Reporting (Job Titles): |
None |
| Department: |
Office of the Dean, Environment |
Location: |
Main Campus |
Grade: |
USG 5
35 hr/wk
|
Primary Purpose
The incumbent in this position is responsible for reception and provides a range of administrative tasks that contribute to the smoothing running of the Dean’s Office and the Faculty of Environment. The incumbent also provides dedicated support to the Executive Officer.
Key Accountabilities:
Reception of the General Office including but not limited to:
- Provide a welcoming orientation to all front desk interactions
- First point of contact for the Faculty of Environment via email, phone and in person, field questions from staff, faculty, students, and visitors to the Office and provides friendly and helpful service and support to ensure the optimum experience for all clients
- Ensure inbound questions are answered appropriately or forwarded to the appropriate person
- Maintain, order and create office inventory of forms, supplies, and equipment
- Assist personnel with the operation and troubleshooting of equipment under the Dean’s Office control
Responsible for support to the Executive Officer, Faculty Financial Officer and Dean’ s Assistant and Faculty Services Co-ordinator including but not limited to:
- Assist with meeting preparations and logistics
- Processing of travel claims on operating account
- Assist with report and form preparation
- Taking a lead role in coordinating Dean’s Office events
- Maintaining files needed for special events sponsored by the Dean’s Office
- Provide general back-up assistance
- Assist with special projects as assigned
Facilities Co-ordination including but not limited to:
- Responsible for issuing and control of keys assigned to Dean’s Office & key charts for all ENV buildings (3)
- Furniture inventory and asset disposal
- Provide Financial Services with a year-end list of key deposits outstanding
- Complete work requests for the timely maintenance or modification of furnishings and equipment
- Maintain floor plans of building, for space allocation and lock allocation
- Conduct safety inspections and appropriate follow up actions for space controlled by Dean’s Office
- Space booking and approve event requests for all room bookings under the control of the Dean of Environment
- Coordination of office moves and distribution of furniture, telephone changes, within the Dean’s office staff
Serves as custodian of petty cash, departmental Watcard and Purchase Card
- responsible for departmental petty cash and associated records
- responsible for centralized, departmental purchasing made via the P-card
- reconciles and maintains records for Watcard purchases
Support the Faculty Undergraduate Co-ordinator including but not limited to :
- Administer list of ENVS course fees, course evaluations
- Coordination of Co-op Work Term Report Award Presentation with Dean and recipients -arrange certificates and Dean’s letter to Recipients.
- Keep inventory of stationary required for ENVS courses-course evaluations, fees form, answer sheets, exam booklets, essay booklets, exam pencils etc.
- Programming copiers under the control of the Dean’s Office with access codes for Instructors, TA’s and other personnel
Position Requirements
Education:
Completion of a Secondary School Diploma, Community College Diploma desirable.
Experience:
Experience working in an office, problem solving and customer service experience essential. Competencies will include working knowledge of FORE, Quest, Microsoft applications, campus resources, accuracy, attention to detail, interpersonal, organizational, verbal and written communication, sound judgement.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Basic |
Basic |
Basic |
Basic |
Nature and Scope
Interpersonal Skills:
Internally, communicates with most employees in all Schools, Centres, departments, student groups, Externally, this position will have contacts with other departments ie. Office of Research, services, vendors, suppliers, the public, other Environment Centres off Campus, students.
Level of Responsibility:
The position has defined duties and responsibilities and receives direct supervision.
Access to Petty Cash, P-Card and Watcard and responsible for records
Decision-Making Authority:
This role assesses questions, clearly communicates an answer if appropriate and knows when to refer the question. Response for processes related to room bookings, keys, minor work requests and reporting of facilities maintenance.
Determination of the office’s equipment and supply needs and placing of orders with suppliers.
Priority setting for tasks and provision of support to different areas within the office.
Expectation to independently answer and resolve regular inquires and problems that arise.
Physical and Sensory Demands:
Normal demands typical of USG position operating within a Faculty environment.
Working Environment:
This role involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions. This role experiences constant interruptions (i.e. by front line, phone and e-mail) from faculty, staff, students and visitors to the office. Coverage of front desk is required from 8:30-4:30 Monday-Friday.
