Office Assistant, Accessible Learning Services Front Office

Position Summary

Reporting to the Manager, Operations, and Administration, the incumbent is responsible for front-line office support for Accessible Learning Services and Personal Counselling Services, including support for Counsellors, Assistive Technologists, and Learning Strategists in the areas of accessibility and academic accommodations.

The incumbent provides ongoing assistance to students with disabilities including physical, sensory, hearing, vision, mental etc. and/or students who are experiencing academic stress. Office assistants are bound by confidentiality during the course of their work within the department and outside of regular duties.

This is a temporary contract opportunity.

Responsibilities

• Provides in-person front-line reception services. The incumbent responds to all requests (in the office, on the phone, and by email) for the Accessible Learning Services and Personal Counselling Services office.
• Directs, connects, and responds to service inquiries, scheduling student appointments; the highest level of student/client service to individuals who may be facing difficulty or seeking support for physical and mental health, as well as students with disabilities.
• Provides information (internal and external inquiries) on the programs and services/requirements provided by the department and Seneca as a whole.
• Maintains and organizes Note Taker, Tutor & Reader/Scribe employment forms and ensures application forms are properly completed to ensure accurate/timely payment. This includes processing invoices as needed for department services and preparing part-time contracts.
• Organizes and maintains a large case filing system (including virtual components in the Electronic Records system).
• Maintains office supply inventory and delivers/distributes mail.
• Other duties/special projects as assigned.

Qualifications

Education

• Minimum completed one (1) year certificate in office administration or in an equivalent/related field.

Experience

• Minimum three (3) years of experience in Front office, counseling, and/or office administration role. Work experience in post-secondary is an asset.
  
• Experience working in the field of accessibility/disability services is an asset.

Skills

• Good judgment and the ability to deal with sensitive and confidential information.
• Demonstrated communication, problem-solving, and interpersonal skills.
• Proficiency with software applications (i.e. Microsoft Office) and a customized appointment booking system.

Note: A skills assessment test will be administered during the recruitment process.

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted. Equivalency will be assessed by the talent acquisition team.