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Part-Time Operations Assistant

Location
Barrie, ON
Details
Full Time
4 days ago
Department: International Education and Development
Campus: Barrie
Classification: Support Staff
Posting Date: September 8, 2021
Salary: $18.95 / hour
Hours per Week: Up to 24 hours per week - Current hours anticipated to be 24 hours per week
Status: Part-Time (Temporary)
Effective Date: September 13, 2021 - September 10, 2022

THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE. Terms and conditions of employment are as outlined in the Part-time Support Staff Collective Agreement.

Reporting to the Director, Global Engagement, the incumbent provides administrative and general operational support to the International leadership team and assists with the creation, administration, and resolution of escalations and inquiries relating to network contacts, partnerships, and contractual agreements. In addition, they provide coverage for front desk services by acting as first point of contract to respond to inquiries, provide general information, and book appointments. Specific duties include, but are not limited to:

• Acting as the initial point of contact, which includes responding to inquiries, providing general information, referring inquiries to appropriate sources and providing an initial triage of issues and/or complaints escalated to the office
• Maintaining and organizing an electronic calendar, which includes receiving requests, booking appointments/meetings
• Assisting with confidential student of concern inquiries and referrals, which may include gathering, documenting and summarizing confidential information to assist the manager with determining next steps
• Coordinating various Human Resources processes (e.g. coordinating selection committee logistics, processing contract extensions, etc.)
• Organizing travel arrangements (flight, hotel, itineraries, etc.) for both domestic and international travel
• Preparing confidential reports, documents, presentations, agreements, and other related materials
• Compiling data, statistics and other information to support research activities or decision-making
• Gathering information from various sources to assist with drafting funding proposals / applications and reports
• Providing administrative and logistical support to meetings / committees (e.g. booking dates, preparing meeting room, setting up technology, recording minutes, and following up on delegated items)
• Assisting with project activities by scheduling project meetings, organizing logistics, and coordinating payment of invoices
• Providing initial triage, and review, of agent escalations (e.g. breach of contract, etc.)
• Gathering information, analyzing / documenting / summarizing information, and determining a course of action if there is not a significant impact or the decision is clear, or consulting with the Business Manager to determine the course of action in more complex situations
• Assisting with contract creation / administration and agreements for agents and partnerships as required
• Assisting in the collaboration with partners on the content, design, and administration of various applications (e.g. CohortGo, OCAS, etc.) to ensure user access, and streamline functionality
• Assisting with events and promotional initiatives such as partnership trade fairs
• Receiving and responding to inquiries from current international students and potential students, staff and other visitors by phone or International email, or other social media/communications platforms
• Providing general information regarding Georgian's programs, services, application and registration process, fees, accommodation etc. Refers students to additional resources/services when required
• Coordinating the flow of information internally in the office, and with other departments
• Monitoring electronic attendance records for department staff ensuring information is submitted by the required timeline and notifying the manager of any issues
• Ordering and distributing departmental supplies / products as required
• Receiving, processing, and distributing department mail
• Monitoring and responding to International general email accounts, redirecting or escalating as required

QUALIFICATIONS:
• Completion of a two year post secondary diploma in office administration, business, or a related field
• A minimum of two years' experience providing administrative support in a large, high volume, fast paced environment
• Experience providing initial triage, review, and documentation of escalated issues or conflicts
• Experience in contract and report administration
• Experience working with and/or servicing international customers
• Ability to work independently with minimal supervision
• Patience and understanding when dealing with potential students and their requests or demand with the ability to identify sensitive and confidential situations
• Strong communication (written and oral) and interpersonal skills including the ability to effective with individuals who may be distressed, emotionally distraught or who may have a communication / language barrier
• Cross-cultural training, or experience
• Computer skills in the Microsoft Office Suite (Word, Excel and Access, databases) as well as a customer relationship management system
• Well-developed analytical, problem-solving and decision-making skills in order to determine possible solutions and select appropriate action
• Good planning and organizational skills to establish priorities and must be able to adjust priorities to meet critical deadlines
• High attention to detail and conflict resolution skills
• High degree of organizational skills and ability to appropriately prioritize based on a rapidly changing environment
• Ability to interact with a varied client group in a positive, diplomatic, confident and courteous manner as a frontline representative with the attitude of the incumbent determining public opinion of the College

Georgian College supports diversity, equity and a workplace free from harassment and discrimination. Georgian College is committed to an inclusive, barrier-free recruitment and selection process and workplace. If you are contacted to participate in the recruitment, selection and/or assessment process, please advise the interview coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

APPLY NOW:

Georgian College has a COVID-19 vaccination procedure in place. As a condition of employment, employees are required to be vaccinated for COVID-19 to work on any campus, or a facility owned, operated or controlled by Georgian College unless they have a valid medical or religious belief/creed reason for not getting vaccinated, which reason will be considered on a case by case basis and which will be subject to the College's accommodation processes.

Applications for this position must be received by 11:59 p.m. on September 14, 2021. While we thank all applicants, only those contacted for an interview will be acknowledged.
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