Office Coordinator, Residence and Ancillary Services

Status
Accepting applications
Closing Date
Company Name
Loyalist College

About Loyalist

Loyalist College is built upon the lands governed by the Dish with One Spoon wampum agreement. We affirm and thank the Haudenosaunee, Anishinaabeg and Huron-Wendat nations for their continued caretaking of the land. At Loyalist, we empower our students with wraparound support services and hands-on training to succeed on any path they choose. Our academic programs are responsive and innovative, designed to solve pressing social and economic challenges and meet the evolving needs of our regional industry and community partners. Our graduates enter the workforce equipped with the knowledge they need to be better global citizens, and with future-focused skills to lead change in their fields. With a presence in Belleville, Bancroft, Port Hope, Tyendinaga and Toronto, we believe our institutional responsibility extends beyond the classroom to seeing the big picture for the communities we serve. Our expertise in applied research and deep connections to local industry support economic development, to the benefit of businesses, entrepreneurs, changemakers and innovators. Our commitment to decolonization, and the pursuit of a more inclusive, equitable world, means we hold ourselves accountable to the diverse perspectives, cultures and experiences that shape our communities.

Position Summary

Reporting to the Director, Housing and Ancillary Services, the incumbent provides front-line support to current and future Residence students, as well as students navigating the off-campus housing market and College Ancillary services. . The incumbent will take an active role in building rapport with students, staff, and contractors, and will provide friendly and efficient customer service. The Office Coordinator will support departmental priorities and coordinate administrative tasks including calendar management, minute taking, Residence key administration, front-line communications, and customer service.

Duties and Responsibilities

 

  • Preparing and processing sensitive and confidential information and correspondence
  • Coordinating the Manager’s and Director’s schedules
  • Maintaining departmental files and records
  • Sourcing and purchasing office equipment and supplies
  • Identifying, assembling, organizing and producing materials and information for reports, meetings, and presentations in conjunction with the Manager/Director
  • Verifying and reconciling the accuracy of reports and documents (expense accounts, accounts receivable, budget reports, consumable purchases, department budget transfers)
  • Reconciling corporate credit expense reports and checking staff expense claims to ensure they adhere to College policies
  • Coordinating, producing, and submitting staff attendance records for reporting to payroll
  • Working with the Residences and Ancillary staff to provide onboarding information to students upon their arrival to the College Residence Communities and other ancillary services
  • Working with the Off-Campus Housing Coordinator to provide relevant information to students seeking off-campus housing across Loyalist’s campuses
  • Working with Dining services to ensure timely and accurate information is provided to students about dining options on College campuses.
  • Ensuring students are aware and have an understanding of College and Residence policies and procedures
  • Performing public relations duties for Residences and Ancillary Services by conducting residence tours for prospective students and their parents, as well as activities that promote the benefits of living on campus
  • Responding to issues and requests by providing general and specific information in response to in-person, telephone, and email inquiries and referring to the appropriate staff as needed
  • Assisting in the delivery of departmental programs including coordinating a variety of responses to issues/concerns that may arise
  • Assisting in planning, scheduling, promotion, and delivery of programs and workshops promoting awareness and understanding of cultural practices
  • Developing, producing, and distributing marketing materials aimed at promoting services to students
  • Sorting and organizing mail and packages as it comes to the Residence office and arranging for same at other College campuses
  • Assessing student needs and referring to appropriate Residence and Ancillaries staff and/or college supports, e.g.. Counselling services
  • Providing support to the other Residence and Ancillaries staff at peak times, eg. Move-in/Move-out days

 

Qualifications

 

  • Minimum two (2) year diploma in Business Administration, Education, Higher Education, Social Work or related field
  • Minimum three (3) years’ experience in an office or residence environment with a good understanding of residence life, housing and event management
  • Advanced computer/software skills including word processing, database management and spreadsheet software including MS Office Suite (Word, Powerpoint and Excel)
  • Aptitude/ability to work with relevant College systems and databases
  • Experience directly working with faculty and program teams
  • Well developed interpersonal and written and oral communication skills
  • Ability to work both cooperatively, to accomplish joint tasks and build positive working relationships, and independently
  • Effective client management skills including the application of initiative and problem solving skills
  • Position required Vulnerable Sector Check prior to commencing employment

 

Please note:

Following an offer of employment, candidates with Canadian credentials will be required to provide official transcripts from the granting educational institution(s); candidates with international credentials must provide World Education Services (WES) www.wes.org/ca evaluation (at their own cost) confirming Canadian equivalency of their credentials.

Loyalist is committed to promoting a diverse and inclusive college community. We encourage and welcome applications from marginalized and equity seeking groups. Loyalist College is committed to accommodating applicants with disabilities throughout the hiring process. If you have accommodation needs, please inform us as soon as possible by sending an email to humanresources@loyalistcollege.com.

We thank all applicants, however, only those selected for an interview will be contacted.

 

 

Benefits for Full-time Support Staff include:

  • A comprehensive Extended Health & Dental Plan (covering 85% of eligible paramedical services up to a combined maximum of $2,000 in any calendar year): College Employer Council website with Benefit Booklet
  • A defined benefit pension plan with CAAT pension where you will enjoy the certainty of predictable and secure lifetime pension payments: CAAT pension website
  • Life and accident insurance
  • Out-of-country travel insurance
  • Pregnancy and parental leave, including a top-up to Employment Insurance benefits
  • Tuition reimbursement opportunities and 3 paid professional development days/year

Work Life Balance Matters at Loyalist College
Full-time Support Staff can expect:

  • After 1 year of service, vacation entitlement starts at 15 days
  • December closure period without loss of pay for scheduled hours
  • Employee Family Assistance Plan - provides timely short-term counselling and consultation assistance to employees and their immediate family
  • Fitness Centre Membership - exclusive facilities for use by Staff and Students at the Belleville location free of charge
  • An Inclusive and Accessible Workplace
     

    Salary

    $30.00 - $34.77 Hourly

    Location

    Belleville, ON

    Job Type

    Full-Time

    Job Number

    2023-00188

    Department

    Residence

    Opening Date

    11/30/2023

    Closing Date

    12/14/2023 11:59 PM Eastern

    Bargaining Unit

    OPSEU421-SS-FT

    Start Date

    ASAP

    Start Rate

    $30.00

    Payband

    F $30.00 (starting rate) to $34.77 (4 year rate)

    Hours

    35 hours per week

    Length of Term

    Permanent

    Closing Date for Internal Consideration

    12/07/2023

Position Available
Full time
Job Category
Administration

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