Administrative Assistant Hybrid

Administrative Assistant (Recruiting) (Hybrid)

Unit

Description:

The Student Services team supports all students at the DeGroote School of Business – MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by five values:
Collaboration, Community, Inclusivity, Innovation, and Integrity.

The Career and Professional Development MBA team delivers innovative excellence in three key areas:
Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 600 MBA students. The MBA business student population is comprised of individuals from diverse backgrounds and experiences, including international students from around the globe. The school, faculty and staff are committed to building an inclusive community supporting all individuals.

This centralized administrative support role, Associate – Career & Professional Development (MBA), will deliver exceptional administrative, logistical and systems support to students, staff, employer partners and alumni in a breadth of areas including inquiry resolution, event logistics and promotions, campus recruitment logistics, communications, and office operational logistics.

Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.

• Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.
• Provide information to prospective and current students regarding service offerings at outreach events.
• Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
• Develop user guides for students and employers, training documentation for internal staff and team‑specific standard operating procedures documentation.
• Act as first point of contact and provide internal support for content management system.
• Troubleshoot and resolve routine system issues and escape complex issues to appropriate external stakeholders.
• Facilitate ongoing updates for the system including data clean‑ups, communications audit and system improvements.
• Track and monitor various metrics for both internal and external reporting.
• Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
• Schedule student interviews and resolve scheduling conflicts.
• Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
• Write a variety of documents including but not limited to correspondence, reports and information bulletins.
• Review email accounts and respond to inquiries within established customer service guideline standards.
• Create, update and maintain a variety of spreadsheets, forms and templates.
• Update and maintain information in a variety of databases, including websites, and notations on academic transcripts.
• Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Use a point of sale machine to process financial transactions and ensure event payments are received.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Source pricing information and monitor contracts for services and supplies.
• Prepare, collate, copy and distribute materials for meetings and events.
• Set up and maintain filing systems and confidential files electronically.
• Maintain and safeguard the confidentiality of information.

Provide functional guidance to others on an ongoing basis.

• Previous…