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Kitchener

    Office Coordinator - Waterloo, Canada - University of Waterloo

    University of Waterloo
    University of Waterloo Waterloo, Canada

    1 week ago

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    Description

    Overview

    The primary purpose of this position is to support the GSA administrative requirements. Notable responsibilities include human resources, payroll, administration of essential services, documentation management and office management.

    This position is contingent on funding, working 24 hours a week.

    Responsibilities

    Administrative Support

  • Be the primary point of contact for students for GSA services (Health and Dental, Legal Care, GRT Respond to website queries and emailsSupport students and direct them to the proper areas of the university
  • Conduct the GRT UPass Opt In and Opt Out process at the beginning of each term
  • Manage room booking system on Skedda for Grad Lounge and Board Room
  • Coordinate Tax Aid clinic every March/April
  • Assist with termly Orientation events for new graduate students
  • Perform periodic updates to the GSA website regarding offered services
  • Take minutes for internal meetings within the GSA
  • Support student leaders in preparing for events like purchasing items and setting up the event
  • Other duties as assigned by the General Manager and/or GSA President
    Human Resources

    • Support GSA payroll requirement

  • Coordinate hiring process for casual GSA staff
  • Process casual staff hiring, termination and Workday management
  • Process IT onboarding for staff (emails, card access, Slack
  • Manage Sharepoint site organization, document naming convention and permissions
  • Other duties as assigned by the General Manager and/or GSA President

    • Office Management

  • Hold office hours Monday to Thursday, 9:30 AM – 3:30 PM
  • Greeting all visitors to the GSA office in a cordial and professional manner
  • Support general office administration responsibilities including but not limited to office supply management and keeping the physical space clean
  • Manage the GSA Grad Lounge and Board Room – Ensuring it is being used appropriately and the space is kept clean
  • Manager software platforms that are used within the GSA
  • Other duties as assigned by the General Manager and/or GSA President

    • Qualifications

  • College Diploma in Office Administration or a related discipline
  • Equivalent combination of education and/or experience will be considered
  • Minimum 2 years' experience in general office reception role
  • Experience with HR platforms such as Workday or other equivalent platforms are an asset
  • Demonstrates experience with the following:
  • Performing general office duties
  • Payroll
  • Client services
  • Excellent written and verbal communication skills
  • Excellent interpersonal and relationship building skills
  • Excellent customer service skills
  • Electronic workplace skills (., Microsoft Office, Presentation Software, Graphics software, SharePoint, Microsoft Teams, Sharepoint, Google Drive,
  • Website skills (., WordPress,
  • Working knowledge of preparing reports and summaries of statistical data
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