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About the Role

The Office Assistant provides reception and administrative assistance at the Munk School of Global Affairs & Public Policy, serving as the front-line contact for visitors and supporting students and activities related to the Master of Public Policy program.

Responsibilities

• Respond to inquiries within the defined scope of the role and redirect as appropriate.
• Book rooms and arrange appropriate accommodations.
• Liaise with contacts to ensure consistent administration procedures are followed.
• Identify and introduce variations to established administration processes.
• Write routine documents and correspondence.
• Verify the accuracy and completeness of documents.
• Determine logistical details and activities for events and/or programming.
• Make minor purchases.
• Greet and welcome visitors.
• Respond to inquiries and redirect to appropriate contacts.
• Answer the main telephone line.
• Receive, distribute, and send courier packages and mail.
• Coordinate room bookings and appointments.
• Create and update documents and spreadsheets.
• Maintain filing systems and update School lists.
• Photocopy and collate materials.
• Coordinate logistics for events, including making venue and catering arrangements, receiving registrations, and compiling necessary materials.
• Collect invoices and receipts for office expenses.
• Maintain office supplies.
• Place orders for office equipment maintenance and repairs.
• Keep logs of office equipment.
• Provide support to other administrative staff during peak periods for miscellaneous tasks and processes.

Requirements

• College Diploma (2 years) in business administration or acceptable combination of equivalent experience.
• Minimum of two-years recent and related clerical, administrative and/or reception experience in a post-secondary educational institution.
• Experience providing excellent customer services in a busy office environment.
• Experience scheduling appointments, booking rooms, booking travel arrangements and accommodations.
• Experience maintaining electronic and physical filing systems.
• Experience providing events support including coordinating schedules and arranging catering.
• Experience writing, proofreading, and editing documents.
• Experience making minor purchases, preparing expense, and reimbursements.
• Experience working with databases.
• Experience organizing data and generating reports.
• Proficient in MS Word and Excel skills.
• Skilled in data entry and working with databases.
• Excellent verbal and written communication skills, with the ability to interact professionally with others.
• Excellent data entry skills.
• Demonstrated ability to work in a fast-paced, busy office.
• Demonstrated ability to interact with people in a tactful, polite, professional, and diplomatic way.
• Knowledge in FIS.
• Ability to coordinate event logistics and perform event setup and closure, including but not limited to standing, bending, lifting, and reaching.

Skills

• MS Word
• MS Excel
• Data entry
• Database management
• Canva

Location

• St. George (Downtown Toronto)

Work Type

• Part-time
• Term

Experience Level

• Minimum of two-years recent and related clerical, administrative and/or reception experience

Education Level

• College Diploma (2 years) in business administration

Salary/Compensations

• $60,237. with an annual step progression to a maximum of $77,035.

About the Company

• 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 its combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
• The Munk School of Global Affairs & Public Policy proudly offers undergraduate and graduate degree programs in a variety of areas of global affairs and public policy expertise.
• As part of the University of Toronto, we are home to exceptional faculty, experts, and researchers from around the globe, and over 50 academic centres, labs, and programs.
• Our School brings together world-class faculty and students from a range of disciplines to tackle the most pressing global and public policy issues of our time.

Equal Opportunity

• 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.