Support Services Administrator

Job Information
Author pmnationtalk
Date May 30, 2019
Type Full Time
Company Wilfrid Laurier University
Salary $22.84 - $28.55 - Per Hour
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Support Services Administrator

Posting ID : 10699
Apply By : 6/4/2019
Position Title : Support Services Administrator
Department : Retail, Printing, Distribution Services
Job Type : Part-time, Continuing
Campus : Brantford
Reports To : Manager, Retail, Printing and Distribution Services (Brantford)
Position Summary :
:

Wilfrid Laurier University is a leading multi-campus, university known for academic excellence and a culture that inspires lives of leadership and purpose. Laurier has a distinct commitment to teaching, research, experiential learning, sustainability and scholarship, which combine to address critical challenges in society, business, the economy and the environment – globally and in the communities we serve. At Laurier’s heart is its strong student focus, which results in exceptional levels of student satisfaction and a deep sense of community that lives on through the university’s highly engaged alumni.

Laurier takes pride in building meaningful relationships with colleagues and students. The Laurier community supports one another, encourages collaboration and teamwork and respects work/life balance, all while recognizing the importance of a challenging, rewarding and inspiring career. Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto.

Diversity is one of Laurier’s core values. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

We currently have an opportunity to join the Laurier community as a Support Services Administrator.
Reporting to the Manager, Retail, Printing and Distribution Services (Brantford), the Support Services Clerk is responsible for the collection, sorting and distribution of all mail and supplies for the Brantford Campus.  Additionally, the incumbent is responsible for providing general clerical support, as assigned, within the Retail, Printing and Distributions departments.

This position requires a combination of strong organizational skills and the ability to handle numerous tasks simultaneously in a fast-paced environment.  The successful candidate will work with a high degree of independence and exercise judgement and discretion in the organization and performance of duties in a professional and confidential manner.

This position has a university-wide mandate and is based at the Brantford Campus.  The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities : Distribution
  • Responsible for collection and sorting of all incoming and outgoing mail, including couriers, for all areas of the Brantford Campus. Pre-screening and assessment of items are required to ensure circulation to the appropriate recipient.  Special handling and discretion for exams, facsimiles, medical, personal and confidential materials
  • Responds to customer request through these e-mail accounts: lbdistribution@wlu.ca, and lbfleet@wlu.ca.
  • Answers phone, email and in-person inquiries from students, faculty, staff and guests of the university and redirects as necessary
  • Provides functional training and updates for leave coverage
  • Receive incoming freight and electronically receives goods and create receipts in ShopLaurier eProcurement system. Completes the receiving process, verifying quantities and processing receipts in ShopLaurier eProcurement system for timely payment of vendor invoices
  • Handles returns/over-shipments in ShopLaurier at request of Departments (ex. damaged items, incorrect shipment) in conjunction with Procurement
  • Handles replacements and updates ShopLaurier receipt as needed
  • Checks PO history to verify that the PO has not been received already
  • Responsible for the accuracy of receiving information entered into ShopLaurier and verification of goods (date received, quantity, cost if known, backorders, returns)
  • Preparing invoice payment requests using ShopLaurier eProcurement system
  • Scans and attaches packing slips and/or delivery signatures into ShopLaurier in a timely manner
  • If applicable, ensures safe delivery of material and chemicals following the Transportation of Dangerous Goods (TDG) guidelines for handling hazardous material, ensuring refrigerated items are processed properly
  • Responsible for creating, maintaining, and update all staff and faculty mailboxes on the Brantford campus. Sorting, assessing, and taking appropriate action for abandoned mail and parcels
  • Daily coordination of timely delivery and processing of materials across campus
  • Tracks, calculates, prepares and processes courier, domestic, USA and international mail and shipping expenses for monthly postage reconciliation from all departments on campus
  • Monitor timely pick-up of all residential student packages and employee personal parcels, obtaining signatures and ensuring record-keeping. Cataloguing and tracking approximately 700 student and personal parcels per term (knowledge of ETA, MIA, Addresses, tracking, CODs etc.)
  • Maintains accurate records
  • Provide exceptional customer service at all times
  • Maintains work area in a safe and efficient manner, keeping work areas and business centres organized and tidy
  • Operates the distribution vehicle and keep plates updated annually
  • Monitor and update the Distribution Services Brantford webpage, creates and maintain online forms and documents
  • Performs other duties as assigned

Fleet

  • Distributes and replenishes fleet supplies for approximately 30 Brantford copiers to all business centres located across the campus
  • Ordering, stocking, receiving and delivering paper. (Orders of 24 cases, or 1200 lbs.)
  • Responds to general service of Xerox machines including responding to inquiries, resolving paper jams, replacing toner/toner waste/drum/xerographic module transfer units, staples, paper
  • Working with Waterloo counterparts to ensure all photocopier account codes are created and assigned to Brantford Faculty and Staff

Qualifications :

  • Minimum of a high school diploma plus (2) year related work experience
  • Knowledge of administrative office practices including general business, facilities, distribution services
  • Excellent written and verbal communication skills including telephone and reception manner
  • Proven ability to handle frequent interruptions in a rapidly changing fast-paced environment
  • Excellent attention to detail and accuracy in all tasks
  • Strong organizational skills
  • Problem solving skills required to assess situations, multi-task and work independently
  • Excellent computer skills including working knowledge of software packages, MS Office. Specific skills in the use of MS Word, Excel, and knowledge of database data entry
  • Required heavy lifting in excess of 50 lbs and/or other physical demands including repetitive strain, keyboarding, walking, sitting standing, carrying with the use of carts and a Distribution vehicle
  • Daily exposure to dust, dirt, heat or cold, inclement weather and frequent interruptions
  • Proven experience as a team player
  • Licence and clean driving record required
Grade : EX-C
Salary : $22.84 – $28.55/hour
Salary Notes : This is a part-time, continuing position, 20 hours per week. The anticipated start date for this position is July 2, 2019.
Please Note : Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors. 

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at jbecker@wlu.ca. Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Employment Equity and Accessibility at diversity@wlu.ca. We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or hr@wlu.ca.
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