Receptionist/Information Services

Organization: 

Emily Carr University of Art + Design

Deadline: 

Apr. 29, 2019

Organization Description: 

Based in Vancouver, Canada, Emily Carr University of Art + Design is a world leader in education and research. Encouraging experimentation at the intersection of art, design, media and technology, our learning community merges studio practice, research, and critical theory in an interdisciplinary and collaborative environment. Alumni and faculty are internationally recognized as award-winning creators and thought leaders who have significant impact on both the cultural sector and economy. Emily Carr University engages students, industry, and society to continuously explore and think differently about creativity and how it shapes our world. Located in beautiful and culturally rich Vancouver, British Columbia, the University attracts more than 1800 students from 60 countries to our undergraduate and graduate programs.

Website: 

http://www.ecuad.ca

Job Description: 

Permanent Part-Time (60%) Position
10:00am to 2:00pm / Monday to Friday

Applications are invited for a Receptionist/Information Services to be the first point of contact for the University providing customer service and responding proactively to inquiries via email, telephone, and in person. The Receptionist works collaboratively with other Facilities staff to ensure the highest levels of information and mailroom services provided.

Responsibilities: 

Reception/Information Services
1 Greets and assists the students, staff, faculty, and the public, ensuring a friendly, helpful, and efficient service in person, by telephone, or via email. Responsible for maintaining the professional appearance of the reception desk and visitor waiting area. 
2 Provides instruction and guidance to students and internal community in conjunction with the University’s policies and procedures. Provides information to students on grade appeals, complaint processes, sexual/gender-based violence + misconduct, academic misconduct, religious accommodations, illness procedures, and other items. 
3 Responsible for observing and taking action using the appropriate channel(s) when faced with any disturbing, violent, or threatening behaviours using tact and a high degree of judgement. Deploys safety resources in accordance with the University’s practices, policies and procedures. 
4 Responsible for screening and proofreading all business card requests. Responsible for independently streamlining and implementing rules around business card procedures and practices. Builds and maintains strong professional working relationships with printer.
5 In conjunction with Information Technology Services, formats and distributes staff + faculty telephone lists. Updates and Organizes 911 system distribution list, and maintains all current Direct In Dials for the appropriate IT telephone programmer.
6 Under the direction of the P3 Facilities Manager, updates the University telephone system when there is a building closure. 
7 Operates the University’s Public-Address System.
8 Provides extra support to Student Services, Finance, Advancement and Facilities departments during peak times such as registration, admission deadlines, events and coverage of shipping. 
9 Maintains an adequate stock of office supplies for the University. Conducts periodic inventory checks and completes purchase requisitions as required. 
10 Acts as the first point of contact with Canada post. Organizes Canada Post short paid account and manages newspapers, mail changes, stop mail requests, and mail forwarding.
11 Maintains, orders, and stocks supplies for the University Staff Lounge.
12 Receives, sorts, and distributes all incoming University mail.
13 Assigns and updates Staff and Faculty mailboxes.
14 Responsible for processing outgoing courier shipments for University staff. 
15 Directs appropriate queries to the JCI help desk.

Mailroom
1 Receives and processes all outgoing University mail. Affixes postage, weighs envelopes and parcels, calculates postage, bundles and marks accordingly, and records accurate departmental costing codes.
2 Advises on most efficient and cost-effective mail service method, and notifies the University community of any changes in mail delivery or handling procedures.
3 Monitors mailroom equipment (fax, photocopy, and postage machines), including maintenance schedules, meter readings, and departmental billings. Ensures equipment is running properly, and addresses break downs.
4 Processes Faculty photocopy requests. Establishes and communicates schedule.
5 Provides back up to the Facilities department as required.

Qualifications: 

• Grade 12 Completion and additional specialized training.
• Minimum of two years related experience in an office or customer service setting, preferably in a post-secondary environment. 
• Or an equivalent combination of education and experience. 
• Ability to communicate effectively, both verbally and in writing. 
• Ability to work in a fast-paced environment and balance multiple priorities with frequent interruptions. 
• Knowledge of basic computer programs (i.e. Microsoft Office and email).
• Ability to establish and maintain effective working relationships with students, staff, faculty, and the public. 
• Ability to effectively respond to a wide variety of inquiries in a courteous, pleasant, and helpful manner. 
• Ability to occasionally work outside of scheduled office hours to support University events.

How to Apply: 

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Monday, 29 April 2019.

Remuneration: 

$26,181 to $28,029 per annum

Contact Name: Human Resources
Contact Email: hr@ecuad.ca
Contact Phone: (604) 844-3824

©2019 BC Alliance for Arts + Culture. All rights reserved | Privacy Policy