Clerical Assistant, Dean's Office, College of Arts & Science

Summary: The clerical assistant provides front-line reception and administrative support as a primary point of contact for students, staff, faculty, and the public, responding to general inquiries related to the College of Arts and Science Deans and administrative offices. They deliver accurate information, guidance, and assistance in a professional and welcoming manner within a culturally diverse environment. This role coordinates in-person traffic and communications while supporting daily office operations and service activities. This position applies judgment within established policies and procedures while contributing to efficient and coordinated administrative support services. Additionally, this role is part of a collaborative and agile team that provides administrative support within the assigned portfolio. Duties and Responsibilities: Provides front-line reception services, responds to inquiries, and assists students, staff, faculty, and visitors appropriately. Performs administrative and clerical functions, such as scheduling appointments, organizing traffic flow, and supporting College events. Monitors shared inboxes and communication tools and updates front-line information resources to reflect current services and procedures. Builds positive working relationships with internal and external contacts and collaborates with colleagues to support coordinated service delivery. Maintains records and information systems by organizing, digitizing, and purging files in accordance with retention schedules and policies. Assists administrative team members during peak periods or absences to maintain continuity of service. Processes incoming and outgoing correspondence, such as emails and mail, and distributes information to appropriate recipients. Supports office operations by arranging printing and courier services and maintaining inventory of office supplies, including processing vendor payments. Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment. Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion. Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others, and responds to different perspectives from a place of curiosity, respect, and non-judgement. Undertakes related duties, as assigned, consistent with the nature of the position. Qualifications: An office administration diploma. Experience in an academic setting or with university systems is an asset. Excellent interpersonal and communication skills with customer service orientation. Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality. Ability to work effectively both independently and collaboratively in a team. Strong organization and time management skills. Effective task prioritization and time management skills, with the ability to meet deadlines in a busy environment. High attention to detail and accuracy. Ability to quickly learn and adapt to new technologies and systems. Proficient computer skills, including Microsoft Office applications.