Job Opportunities in Canada

Clerical Assistant - Customer Support Assistant, Residence Services Office

Primary Purpose: The incumbent will provide a range of administrative and clerical support within the Residence Services Office and act as the first point of contact with residents/guests and students providing administrative support and quality customer service, as well as providing additional administrative, coordination and data entry support to the Residence Office. The incumbent will be asked to perform tasks that are varied with a moderate level of complexity.
Nature of Work: Reporting to the Assistant Manager, Residence Operations, but working independently with minimal level of supervision, the incumbent is expected to understand and apply the core value of residence life when dealing with students; work cooperatively with staff and residents to ensure seamless customer service and efficiency; provide additional administrative and coordination support to the Residence Services Administrative team and provide solutions to problems that are within known methods and practices. The incumbent will be expected to treat all information and materials in a confidential manner. The incumbent is also expected to communicate issues of importance or concern to the immediate supervisor in a timely manner; collaborate with others as required to complete assignments and support team efforts, resolve conflicts, and maintain harmony among co-workers and effectively manage assigned projects as directed. The incumbent will be expected to set priorities, have strong organization skills and meet deadlines; comply with all relevant legislation, regulations, policies, and procedures and participate as an active and supportive member of the Residence Services Office. The incumbent will take the initiative to broaden their knowledge and understanding of Residence Services operations and continue to advance their abilities through the daily application of their skills and through self-motivation of personal development.
Typical Duties: Providing frontline administrative and clerical support, the incumbent will address or refer calls/emails as appropriate; provide a high standard of Customer Service, resolve student/customer concerns, including support and troubleshooting assistance for residents when necessary, working with students to provide support in accessing the Residence Housing Portal (application, payment processes, maintenance requests, etc.); work in support of Residence and Conference Services to process applications and facilitate room assignments, provide move-in preparations, check-ins, key coding, unit bookings and turnover requirements.
The incumbent will receive and process payments (cash, debit, credit card, cheques) and process daily cash reports; provide word processing and administrative services for the Residence Services team; update and create documents and maintenance work notices as instructed and liaise with maintenance and custodial teams based on need; meet with residents to hear and support any concerns; perform regular data entry and report building in the Star Rez system of moderate complexity; encoding student cards using the PERSONA system; send, receive, and process various Residence Services forms and notices to and from residents; in addition to ad hoc assignments as assigned.
This position will also provide support to front office Reception in the responsibilities of front counter support, phone and email correspondence; opening, sorting, and distributing mail and resident parcels; processing mailed cheques; maintaining printer/fax machine (call for repairs if required), ordering office supplies, schedule meetings as required for Residence leadership members; maintain general organization of the office, electronic files, and unit keys.
The incumbent will work closely with the Assistant Manager and Operational Support Assistant to assist in coaching and mentoring of both the casual front desk and full-time reception positions including the coordination and overseeing of tasks for casual Front Desk Assistants
Qualifications
Education: A relevant post-secondary certificate from a recognized post-secondary institution. An equivalent combination of education and experience will be considered.
Experience: Experience in an educational and/or property management environment where rent or rental issues were handled will be considered an asset. High level of customer service and administrative experience is required. Must be bondable and have cash handling and reception experience. Knowledge of the Persona electronic locks system and Star Rez database system is a definite asset. As a condition of employment, the successful applicant must provide a current criminal record check and vulnerable sector check.
Skills: If you are the right person for this opportunity, you will have previous experience providing administrative support within a busy office environment using Microsoft Office in addition to being passionate about self growth, team collaboration and constantly striving to improve the level of support and service offered to our residents and guests.
Additional skills include excellent verbal and written communication skills; strong organizational, problem solving and time management skills; demonstrated attention to detail; the ability to assess priorities and work in a self-directed manner; demonstrated ability to work effectively as part of a team; the ability to manage multiple projects with competing demands and adhere to deadlines in a fast-paced and evolving work environment, including the demonstrated ability to show initiative and proficiency in all facets of clerical and administrative work; dedication to providing quality service and to ensure University of Saskatchewan standards in communication and professionalism are met.
Duties are performed on location, offering in-person support to the Residence Services team as a whole, student residents and applicants as well as various campus partners and affiliates.
Work schedule will consist of Monday-Friday, 8:30am-4:30pm during the Fall/Winter term (Sept-April) and shift to Monday–Friday, 1:00-9:00pm based on operational need throughout the Spring/Summer term (May-Aug).
This position is in scope of CUPE 1975.
Inquiries regarding this position can be directed to Leanne Twordik at leanne.twordik@usask.ca
Be sure to submit application and cover letter online as emailed applications will not be accepted.

Department: Residence
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Monday-Friday, 8:30am - 4:30pm during the Fall/Winter term (Sept-April) and shift to Monday – Friday 1:00 - 9:00pm based on operational need throughout the Spring/Summer term (May - Aug).
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $21.55 - 25.13 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 3
Posted Date: 10/2/2024
Closing Date: 11/8/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php
Criminal Record Check: Yes
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.