Receptionist/Information Services

Competition #S038-2017

Permanent Part-Time (60%) Position
Hours to be Determined
Pay Grade C ($23,054 to $32,908 per annum)

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. Applicants will have:

  • Grade 12 Completion and additional specialized training.
  • Minimum one year 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.

Some Typical Duties:

Reception/Information Services

  1. Greets and assists the students, staff, faculty, and the public to the University, ensuring a friendly, helpful, and efficient service in person, by telephone, or via email.
  2. Answers telephones and transfers calls to appropriate staff member.
  3. Greets all visitors setting a positive and welcoming tone for the University. Notifies appropriate staff members of visitors waiting.
  4. Responsible for maintaining the professional appearance of the reception desk and visitor waiting area.
  5. Monitors and maintains a calendar of information on University activities, events, and services to ensure a customer focused response to all inquiries.
  6. Ensures printed information is available at Reception and maintains supply of University forms for distribution.
  7. In conjunction with Information Technology Services, formats and distributes staff + faculty telephone lists.
  8. Responsible for processing outgoing courier shipments for University staff.
  9. Operates the University’s Public-Address System.

Mailroom

  1. Receives, sorts, and distributes all incoming University mail.
  2. Receives and processes all outgoing University mail. Affixes postage, weighs envelopes and parcels, calculates postage, and bundles and marks accordingly, while recording accurate departmental costing codes.
  3. Advises on most efficient and cost-effective mail service method, and notifies the University community of any changes in mail delivery or handling procedures.
  4. Acts as first point of contact with Canada post. Maintains Canada Post short paid account and coordinates mail changes and stop mail requests.
  5. Maintains adequate stock of office supplies, conducts periodic inventory checks, and completes purchase requisitions as required.
  6. Assigns and updates Staff and Faculty mailboxes.
  7. 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 quickly.
  8. Processes Faculty photocopy requests. Establishes and communicates schedule.
  9. Maintains, orders, and stocks supplies for the University Staff Lounge.
  10. Provides Facilities back up duties as required.

Please send a cover letter and resume (quoting Competition #S038-2017) by 4:00pm, Wednesday, 22 November 2017 to:

Human Resources, Emily Carr University

520 E 1st Ave, Vancouver BC V5T 0H2, Fax: (604) 844-3885 Email: hr@ecuad.ca.

Applications should be submitted as a single pdf document.