Front Desk Clerk

University of Victoria; Victoria; On-site; CAD 40,000 - 50,000; Full time

Job summary

A prominent university in Canada is seeking a Graduate Admissions and Records Front Desk Clerk to provide front line customer service and assist students with various inquiries. The ideal candidate should have two years of office experience and strong cash handling skills. This position is essential in supporting the operational responsibilities of the Graduate Admissions and Records Office, offering a dynamic and engaging work environment.

Qualifications

• Two years of office or receptionist experience required.
• Experience in a cross-cultural environment preferred.
• Experience within Banner software and Graduate Studies policies is an asset.

Responsibilities

• Provide front line customer service for the GARO team.
• Sort and distribute campus and external mail.
• Produce letters and assist with online applications.
• Responsible for daily cashier duties including reconciliations.

Skills

Strong attention to detail skills

Ability to prioritize to meet deadlines

Flexibility to adapt to changing priorities

Proven ability to multi-task

Demonstrated ability to work effectively in a team

Cross-cultural communication skills

Outstanding customer service approach

Excellent interpersonal and communication skills

Education

Previous experience with handling cash

Standard office software (MS Outlook, Word, Excel)

Job description

The Office of the Registrar and Enrolment Management (OREM) provides support services to students, parents, faculty, staff, external agencies and the educational community in matters ranging from admission to graduation and beyond. The Graduate Admissions and Records Office (GARO) is a unit within OREM which deals with a very high volume of applications and inquiries and a wide variety of graduate student needs.

Reporting to a GARO Officer, the Graduate Admissions and Records Front Desk Clerk provides front line customer service (in-person, by mail, over the phone, and by email) for the GARO team by welcoming students and visitors and responding to inquiries with reliable, accurate information. This position refers to the Graduate Calendar, the UVic website, GARO policies, procedures, and other reference materials to answer inquiries and will research or refer to other areas on campus as necessary. The GARO Front Desk Clerk opens, identifies, sorts and distributes campus and external mail; produces letters upon student requests; and inputs and retrieves data from the Banner Student Information System. This position will also process application materials; assist students with online applications and registration; explain tuition and other fees. This position is also responsible for daily cashier duties including reconciliation reports and deposits.

The GARO Front Desk Clerk is expected to perform related tasks similar in scope and complexity and provide assistance to support other operational responsibilities within the office.

Skills

• Strong attention to detail skills
• Ability to prioritize to meet deadlines
• Flexibility to adapt to changing priorities, fluctuating tasks and pace in response to operational needs
• Proven ability to multi-task, and handle large volumes of work and frequent interruptions without compromising accuracy
• Demonstrated ability to work effectively individually or in a team environment
• Cross-cultural communication and problem solving skills
• Demonstrated outstanding customer service approach
• Excellent interpersonal and communication skills to communicate effectively with applicants, students, faculty and the general public using good judgement and common sense, tact and diplomacy

Specialized Knowledge/Education

• Previous experience with handling cash and using a point of sale machine
• Standard office software such as MS Outlook, Word and Excel

Experience

• Two years office or receptionist experience
• Experience working in a cross-cultural environment preferably in a post-secondary setting
• Experience working in a university setting, within Banner software, and with the Faculty of Graduate Studies policies would be considered an asset;