Provides a wide range of administrative support, including receptionist services, for the Faculty of Law.

MAJOR DUTIES & RESPONSIBILITIES

• Provides administrative support by organizing and coordinating workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems, handles sensitive material.

• Performs secretarial duties which include word processing a variety of documents such as correspondence, financial forms and reconciliation, mail merges, and spreadsheets, including taking of minutes.

• Provides receptionist services and handles all program-related inquiries, including welcoming guests and troubleshooting concerns as they arise, in a timely manner. Collects, sorts, distributes and may open mail for designated department.

• Sets up and maintains all filing systems, records, and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.

• Liaises with internal and external contacts regarding program requirements.

• Provides administrative support to faculty members, sessional instructors and the administrative team by coordinating logistics such as keys, parking, and workspace needs.

• Supports the department by submitting Archibus requests and website updates, exam support, and assisting with event coordination,

• Prepares and maintains mail-outs on behalf of the faculty

• Arranges meetings, catering, travel arrangements, locate and assemble background information, books physical facilities and equipment for meetings, and will assist in arranging events.

REPORTS TO
Academic and Administrative Coordinator, Faculty of Law

QUALIFICATIONS

EDUCATION:

• Grade 12, plus six months post-secondary courses including all Microsoft Office programs or equivalent

EXPERIENCE:

• Three (3) years’ related experience, including:
  • one (1) year experience with electronic data entry and word processing and use of Microsoft Office programs
  • one (1) year of relevant legal experience working tactfully with members of the legal community or working knowledge of legal processes gained through professional experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry

• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm

• The proven ability to effectively use Excel, PowerPoint and other Microsoft programs

• Ability to communicate effectively both verbally and in writing, often required to guide and manage crowd flow

• Ability to deal courteously and tactfully with students, staff and members of the general public, including members of the legal community

• Ability to manage student files, records and maintain student confidentiality

• Ability to prioritize and coordinate workload during peak or high volume periods to maintain continuous service coverage

• Demonstrates strong social and interpersonal skills while maintaining a high level of professionalism, ensuring all visitors, callers, and staff feel welcomed and respected

WORKING CONDITIONS

• Sitting at a desk and computer for periods
• General office conditions
• Lifting supplies exceeding 10 kg
• Dealing with challenging or difficult personalities