Front Desk & Administrative Coordinator

Job title: Front Desk & Administrative Coordinator

Job description: Date Posted: 02/22/2024
Req ID: 36134
Faculty/Division: Faculty of Arts & Science
Department: Centre for Entrepreneurship
Campus: St. George (Downtown Toronto)
Position Number: 00056164

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

In the Faculty of Arts & Science, the Centre for Entrepreneurship is the hub for innovation and entrepreneurship-related academic courses, co-curricular programs, and venture incubation and acceleration. Located in its new dedicated space in the Schwarz Reisman Innovation Campus West Building, The Centre works collaboratively with academic departments, college programs, centres, institutes and schools to serve undergraduate students, graduate students, faculty and alumni. It is built on six pillars of activity: research, academic courses, co-curricular programming, new venture creation, venture growth and scaling, and community engagement. A core component of its mandate is to build an entrepreneurial culture throughout Arts & Science by incorporating a central theme of instilling an entrepreneurial mindset and bias toward action.

Your opportunity:

The Front Desk & Administrative Coordinator will serve in a front line capacity, providing a wide range of administrative support to the Centre for Entrepreneurship. The incumbent will be entrusted with a variety of administrative and program tasks that require a great deal of tact, attention to detail and adaptability within an unpredictable, fast paced environment. Your demonstrated commitment to quality customer service and solid organizational and interpersonal skills will be key to ensuring the effective operation of the department.

The Centre for Entrepreneurship offers co-working spaces, prototyping labs and bookable meeting rooms that the Front Desk & Administrative Coordinator will be responsible for coordinating booking requests, space requirements, and membership applications for the Centre. The incumbent will also support the Business Officer with administrative support for the Centre, including departmental operations, space management, event support, supply orders, and finance.

The Front Desk & Administrative Coordinator will utilize excellent customer service skills to foster positive relationships with internal and external stakeholders while supporting the team with special projects and program-related administrative to achieve the Centre’s vision and goals.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Booking rooms and arranging appropriate accommodations; booking audio-visual and/or computer equipment
• Collating and organizing materials
• Generating reports
• Maintaining filing system
• Coordinating course schedules
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration or acceptable combination of equivalent experience.
• Minimum three years providing excellent customer service, operations support and space management.
• Recent and relevant experience in coordinating operations and space management, logistics management and facilities services is required.
• Experience in providing front line support to students, faculty, and staff is required.
• Experience creating operational documentation and user support guides.
• Previous customer service experience required; strong client service orientation with an awareness of and sensitivity to diversity is essential.
• Superior oral and written communication skills are required; ability to communicate University and Centre for Entrepreneurship practices and procedures clearly and effectively.
• High degree of accuracy and attention to detail is essential along with strong numeracy, problem-solving and analytical skills.
• Demonstrated ability to exercise tact, professionalism, good judgement and diplomacy when dealing with internal and external stakeholders.
• Must possess strong interpersonal skills and an ability to collaborate and participate within a team environment as well as independently.
• Excellent organizational and time management skills with an ability to assume responsibility, be proactive and work on own initiative.
• Demonstrated ability to prioritize and complete many competing demands in order to meet strict deadlines and to multi-task on varied duties.
• Practical knowledge of accounting principles and practices is required.
• Experience in handling sensitive and confidential information including payroll and financial documentation.
• Demonstrated advanced-level skills in Microsoft Office Suite, in particular Excel skills and reporting, as well as maintaining a database.
• Proven attention to detail and accuracy.

Assets (Nonessential):

• Related experience in a University environment preferred including experience in applying and interpreting financial and procurement policies and procedures.
• General familiarity and understanding with common audiovisual equipment systems and access control and room booking software.

To be successful in this role you will be:

• Accountable
• Adaptable
• Meticulous
• Organized
• Resourceful
• Self-directed

Closing Date: 03/04/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

NOTES:

• This position is required to be onsite 5 days a week, this role is not eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

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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