Office Assistant, Centre For Accessible Learning And Counselling Services (Temporary, Part-Time)

College Scarborough Centennial College of Applied Arts and Technology
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Organization Overview Diversity, equity and inclusion are fundamental to our mission to educate students. We are committed to education that places strong emphasis on global citizenship, social justice and equity. We live this value through the strength and richness that diversity brings to our workforce and welcome contributors from equity groups including: Indigenous Peoples, Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons
Title Office Assistant, Centre for Accessible Learning and Counselling Services (Temporary, Part-time)
Competition Number 19-S-222
Campus/Site Morningside Campus (travel to other campus locations as required)
Position Summary
Centre for Accessible Learning and Counselling Services (CALCS)
Temporary Part-time (January 2020 - July 2021)
The Centre for Accessible Learning and Counselling Services (CALCS) is looking for a highly organized, flexible and service oriented Office Assistant to support and deliver operational administrative support services to the department. Responsibilities include (a) performing reception services related to customer service, information provision, and explanation of processes to students (transactional/prescriptive advising and referral) and (b) providing office administrative support critical to the smooth operations of CALCS, which include, but are not limited to, scheduling appointments, meeting support, ordering supplies, and filing.
  • Act as the first point of contact for the office (receptionist duties) including: answering student, staff, and visitor inquires; providing departmental and college information; coordinating walk-in counselling supports (priority for intake and students in distress); booking student appointments with staff (recurring students and assessing priority as appropriate); responding to students in distress, making referrals and calling resources as appropriate
  • Enter student information that is translated from the electronic health record (Input Health) into Banner to ensure student accommodations and disability information is connected to internal systems (e.g., ATOMS for testing, ASOP for student ISPs, and Banner for various College reports)
  • Maintain Input Health system accuracy and ensure Counsellor and practitioner schedules are up to date in both Outlook (College facing) and Input Health (practitioner facing) systems. 
  • Provide support to phone systems via CALCS general phone extension (call centre set-up across all campuses) and assisting in the management of all incoming and outgoing mail, email, reports, and forms (including student documentation); respond to emails (general CALCS email) on the correspondence system and ensure correspondence is distributed to the appropriate staff.
  • Prepare communications and other materials (letters, memos, reports, communiques, flyers) for hardcopy and electronic use (e.g., workshops, events), with guidance from senior staff.  Monitor and maintain adequate office supplies.
  • Establish and maintain all CALCS files and records, including confidential student records.  Contribute to the development of CALCS policies and procedures (e.g., testing, equipment, alternative format, etc.), projects, and proposals.
  • Coordinate case conferences for student success by contacting students, appropriate faculty, staff, and partners (internal and, when applicable, external also).
  • General office assistance as required to support CALCS operations, including coverage at other campuses as required.
  • •-year diploma or equivalent in office administration or a related field.
  • 3 years of combined progressive office administration experience as follows:
    • Familiarity with office functions (including the provision of relational front-line customer service and information provision in a complex and multi-cultural organization);
    • Computer literacy and proficiency with respect to the Microsoft Office Suite and electronic health record (EHR) software;
    • Effective time management to juggle multiple priorities; and
    • Ability to problem-solve and make accurate referrals.
  • Sound aptitude managing student expectations and de-escalation; as well as experience responding to those experiencing a mental health crisis and/or escalated states in order to recognize when and how to respond (which includes referrals and calling in experts).
  • Coursework with respect to physical, mental, and intellectual developmental disabilities (e.g., Developmental Services Worker, Developmental Disabilities and Services Certificate, etc.) would be considered an asset.
  • Experience with data management, including tracking and compiling data from paper files and with electronic databases.
  • Experience working with students with disabilities in order to have developed important knowledge and skills with respect to sensitive approaches (given stigmatization of disabilities) and accommodations to make the provisions of goods and services accessible.
  • Understanding of equity principles and working with a highly diverse student population is an asset.
  • Excellent written and oral communication skills.
Classification PT
Hours of Work Part-Time up to 24 Hours
Additional Information as Applicable Morningside Campus (travel to other campus locations as required)
Posting Date 12/19/2019
Closing Date 1/14/2020
Application Info
Apply online by clicking the "Apply Now!" button.
Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer.
When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by January 14, 2020 at 4:30 PM. Please quote Competition #19-S-222. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.
We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).
Salary Range $25.29 - 31.62 per hour - Payband 6
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