Employment Opportunity: University Receptionist and Administrative Assistant to the President's Office (full-time, permanent, subject to a probationary period)

Established in 1789, the University of King's College is Canada's oldest chartered university and is associated with Dalhousie University. A small and extraordinarily lively academic community located in Halifax (Kjipuktuk), Nova Scotia, King's is known nationally and internationally for its highly acclaimed interdisciplinary programs in the humanities, including its renowned Foundation Year Program, its professional programs in journalism and its fine arts programs in creative writing. King's is a community where students, faculty, alumni, and staff work to bring greater understanding, creativity, and compassion to the world.

Reporting to the Assistant to the President, the University Receptionist and Administrative Assistant serves both the College at large and provides administrative and event coordination assistance to the Office of the President. We are looking for an individual who is interested and capable in partnering on modernizing the position to create value and efficiencies through incremental change. King's College is a small university with a personal touch; the University Receptionist and Administrative Assistant will be the first point of contact for individuals visiting or contacting the university and is an important part of the public face of the President's Office. The successful candidate will interact with many people throughout the day from every unit of the College and beyond. We are looking for someone who will bring warmth and competence to this role that supports the smooth functioning of the College.

This is a full-time, permanent position.

Specific Duties/Accountabilities

The University Receptionist and Administrative Assistant is responsible for the following:

• Receptionist for the College 30%
  • Receives incoming phone calls through the main University phone line (approximately 20 calls per day).
  • Serves visitors and callers by greeting, welcoming, and directing them to the appropriate office or department.
  • Informs visitors and callers by answering or referring inquiries.
  • Maintains knowledge of the campus, King's events, and important visitors in order to appropriately respond to requests both internal and external.
  • Distributes parking passes.
  • Distributes taxi chits to faculty and staff, keeps a record of their use and reconciles with Accounts Payable on a monthly basis.
  • Creates and submits occasional facilities requests for faculty, staff and KSU.
  • Maintains staff and faculty phone directory.
• Processing Mail 20%
  • Receives, sorts, and distributes incoming mail including Canada Post, couriers and facsimiles for faculty, staff, and residence students.
  • Receives and processes outgoing mail.
  • Operates and maintains mailing equipment and adds funds to postage when required.
  • Matches waybills for couriers with invoices for Accounts Payable.
• Clerical and Office Administration 25%
  • Assists President's Assistant with scheduling meetings for the President, booking rooms, arranging catering.
  • Point of support for A/V issues and requests in the main boardroom
  • Assists President's Assistant with making travel arrangements (flights, hotels, car rentals) for the President.
  • Assists President's Assistant with event planning for the President's Office including creating and sending invitations, collecting RSVPs, coordinating receipt of waivers, arranging catering, transportation, and other tasks as needed for these events.
  • Handles various events and procurements for King's graduation ceremony.
  • Monthly credit card reconciliations
  • Assists with information gathering.
  • Assists with document creation, management, filing, and distribution.
  • Creates, formats, and edits documents in Microsoft Office 365
  • Provides back-up assistance for the President's Office for core duties including Board meetings, Committee minute taking, etc.
  • Assists with keeping the electronic records of the President's Office.
• Room Bookings 15%
  • Requires extensive collaboration with other departments and assistants
  • Receives classroom requests from departments and coordinates room bookings for each class for the academic year (approximately 100 classes per year).
  • Maintains and distributes Excel spreadsheet of scheduled classes and their assigned rooms for the academic year.
  • Maintains a shared calendar of all classroom bookings for both classes and meetings.
  • Books classrooms and meeting rooms for faculty, staff, and students.
  • Ensures contracts for room bookings are completed and distributed to Security/Conference services, AV, etc.
• Stationery and Office Supplies 10%
  • Receives requests and places orders from faculty and staff for stationery and business cards, as well as printer and photocopier cartridges.
  • Maintains stationary cupboard and ensures it is well-stocked; orders supplies as needed.
  • Reconciles purchase orders with invoices for payments to Accounts Payable.
  • Requests service calls for printers and other equipment.

Core skills required of the successful candidate:

The ideal candidate will have an Office Administration diploma with a minimum of two (2) years experience or equivalent combination of training and experience. They have experience using Office 365 inclusive of basic Microsoft Excel. Must have strong organizational skills an aptitude for independent work and an ability to handle frequent interruptions. Excellent interpersonal and customer service skills, and strong verbal and written communication skills are required. Must possess high professional and ethical standards in managing information and dealing with people as well as the ability to work collaboratively and courteously with colleagues.

Closing Date: September 30, 2024

Salary will be commensurate with level of education and experience. The salary range for this position is: $39,724 to $44,744. A comprehensive group benefits package is offered including membership in the Nova Scotia Public Service Superannuation Plan (PSSP).

To apply for this position, please forward resumé and covering letter to:
Pethrona Russell
Human Resources Manager
University of King's College
6350 Coburg Road
Halifax, Nova Scotia B3H 2A1
[email protected]

We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.

The University of King's College is committed to diversity, equity, accessibility, and inclusion. We encourage and welcome applications from Indigenous persons (especially Mi'kmaq), persons with a disability, racialized persons, including persons of Black/African descent (especially African Nova Scotians), women, persons of a minority sexual orientation and/or gender identity, and all candidates who would contribute to the diversification of our community.