Start Date: January 2024
Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities. The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.
Position Overview
Your role will be to receive and welcome visitors and the public to the school/college, and provide timely and appropriate directions and responses to questions. You will provide a warm and welcoming environment to UCC, as well as a wide variety of clerical office duties in support of College administration. Greet and screen visitors, answer and refer to inbound telephone calls, coordinates and communicates office activities, and schedules appointments. You will also provide general administrative assistance to the Assistant Heads of the Upper School.
Responsibilities
Reception:
Welcome and offer assistance to all visitors who enter the reception area;
Direct telephone calls to the appropriate recipient;
Provide immediate response to requests (from teachers, security, or maintenance staff);
Guide guests through the sign-in system and provide visitor passes (e.g. sign-in/sign-out);
Track reception supplies and maintain inventory;
Provide Training To Staff Providing Reception Coverage
Warmly greet all guests and community members and refer all inquiries to the appropriate individuals, divisions, or departments across the organization;
Respond to telephone, e-mail, and in-person inquiries;
Take and record telephone, e-mail, or written messages for staff members;
As a front-of-the-house staff, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
Mail And Deliveries
Receive all incoming mail and deliveries, and advise recipients, or redirect if appropriate;
Sort and prepare outgoing mail and courier pickups;
Ensure the safeguarding and distribution of mail and other materials;
Assist With General School/college Mailings
Receives and distributes all forms of paper correspondence;
Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other deliveries.
Administrative Support
Attending to Service Requests – booking, Aramark, security;
On Calls – ability to support On Call process (main backup);
Maintain the staff telephone directory and circulate revisions;
Maintain information on school/college events, timetables and core programs;
Maintain information on registrations and travel for participants in school/college events;
Provide general administrative assistance to staff as assigned, including coordinating meetings and preparing meeting support packages:
Create forms, letters, reports, and memos as necessary;
Organize, maintain, and coordinate office records and files in their proper locations;
Where necessary, assist in compiling data for various reports;
Coordinates the logistical aspects of departmental programs, such as room bookings, meetings, catering, and events;
Arranges and book meetings, on-site meeting rooms, and other locations; ensuring the appropriate presentation equipment is there;
Provide information to staff and/or clients about special activities;
Assist with graduation planning, as required;
Maintain the reception in a tidy and presentable manner.
Health And Safety
Ensure that the appropriate evacuation procedures are carried out in the event of an emergency;
Observe and report any security issues to the Security personnel on duty.
Other Duties
Support and back-up for other Administrative / Executive Assistants, Administrators and Front of House employees at Preparatory and Upper School as required;
Cross-train other administrators across the college to enable them to support during work peaks, vacations and any other absences;
Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).
Experience, Knowledge And Competencies
Completion of post-secondary school secretarial course;
Strong clerical skills with 3-4 years minimum administrative-related experience in a service-oriented office;
Experience in an educational environment an asset;
Standard reception and administrative procedures and best practices;
Strong knowledge of general office procedures;
Understanding of administrative policies, procedures and standards of the school/college;
Provide customer service principles and best practices;
Support school events, programs and principles;
Standard desktop software (e.g. MS Office, database), general office equipment (e.g. photocopier). Strong knowledge of the Google Suite, including Sheets, Docs, Slides, and Forms;
Ability to maintain confidentiality requirements for personal information;
Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items;
Able to maintain filing systems and basic databases;
Ability to assess incoming requests, calls and visits, and determine the appropriate response;
Ability to assess and respond appropriately to emergency/urgent requests;
Ability to determine if follow-up is required/appropriate in specific circumstances, and take appropriate action;
Ability to adjust and be flexible to meet changing work needs and demands;
Excellent records maintenance skills;
Ability to multi-task and manage multiple priorities.
What We Offer
Opportunities for professional development to support life-long learning of skills and knowledge;
Floating holidays that recognizes our employees diverse religious and cultural practices; offers three paid floating holidays per year instead of three statutory public holidays of their choosing.
Excellent mental health, medical and dental benefit plans (including Health Care and Lifestyle Spending Accounts, Employee Assistance programme and onsite wellbeing programming);
Paid volunteer time off to become involved in your communities, lending voluntary support to programs;
Ongoing community events and employee social events throughout the academic year;
Fabulous collaborative team members and colleagues;
Generous pension / retirement plan (Ontario Teacher Plan and/or UCC) and paid time off plans: vacation / holidays, personal emergency leave, personal leave, parental leave top-up and flexible self-funded leaves;
Free on-campus parking;
Opportunity for casual dress days.
If you have the majority of the qualifications we’re looking for, we encourage you to express your interest by submitting your application.
UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals and welcome applications from women, visible minorities, Aboriginal peoples, persons with disabilities, and LGBTQ persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives. If you are contacted regarding a UCC opportunity, please advise if you require any accommodations.
Please apply online by creating a “Support” profile account by January 22, 2024. We thank all candidates in advance; however, we will contact only those selected for an interview.
To learn more about us please visit our site at www.ucc.on.ca
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