Faculty Services Assistant

High School Diploma.
Accurate keyboarding (data entry skills), computer proficiency in MS Office (Word, Excel, PowerPoint).
Well-developed communication and interpersonal skills.
Experience in problem solving and decision-making.
Ability to maintain confidentiality.
High level of accuracy and the ability to prioritize conflicting tasks and work within set deadlines.
Preference for related post-secondary course work and/or two years work experience in an office environment.

Ensures visitors to the Dean’s Suite are greeted appropriately and inquiries are handled in a proficient and confidential manner.
Processes incoming and outgoing mail and arranges for couriers as required and acts as point of contact for pick-ups ad drop-offs at the Dean’s Office.
Responsible for controlling Law Centre building keys, oversees key sign in and sign out, responsible for key deposits, and prepares key and lock related work orders for the Faculty of Law.
Manages swipe and proximity card access and key distribution to the Faculty of Law building and rooms and determines security levels for all faculty, staff, and students (600+ users).
Initiates appointments for new employees.
Acts as primary room booking contact for the Faculty of Law including receiving requests, checking for conflicts, and scheduling bookings in the internal calendar.
Photocopies, prints, and collates documents for faculty members and senior administration, submits order to external printing services as required and maintains photocopiers, troubleshooting as necessary, adding new users, and ordering supplies.
Prepares and follows up on work requisitions for routine building maintenance Contacts maintenance desk for all service requests.
Creates, updates, and distributes building signage, distributes and posts building notices (e.g. shutdowns, etc.).
Orders office supplies, business cards, letterhead, name plates, name badges, stamps, etc. for faculty members and staff proactively and on request; organizes supply room and ensures supplies are adequately stocked.
Initiates travel and expense claims for Dean when required.
Assists with initiation of routine financial transactions, escalates more complex issues to Finance Partner and/or Faculty General Manager.
Assists administrative staff in Law with tasks as required.