Receptionist - Office Assistant 4 (AESES) - Reposted

Job OpeningaLocation :Expected Start Date :Full Time :Permanent :Posting End Date :Job Description :Receptionist - Office Assistant 4 (AESES)Existing Budget-Funded Project Full-Time 35.00 hours/week Monday to Friday ; 8:30 a.m. to 4:30 p.m.Salary Range: $24.27 - $33.05 per hour ($44,171.40 - $60,151.00 per annum)Proposed Start Date: June 24, 2024Proposed End Date: June 24, 2025Trial/Probation Period: 840.00 work hours For more information, please contact:Elaine Chipongian@ :- Perform switchboard and reception duties. - Receive, screen and direct phone calls. Answer enquiries. Greet and direct visitors.- Send our mass emails to faculty, staff and students regarding building notifications, event information, and general information. - Accept, date and time stamp incoming assignments and exams from students when requested by faculty to do so.- Assist users with the operations of the photocopiers clear jams and keep staff room well stocked with inventory.- Maintain RSVP listing to Asper School events.- Prepares University Purchasing, Asset Disposal and other forms as required.- Maintain an inventory of items in the supply room by purchasing and replenishing stock.- Photocopy documents as requested by supervisor.- Order various items through.- Provide procurement support to the Marketing team with PO's as requested for the advertising and promotion.- Assist with the follow-up of purchase orders through EPIC to ensure orders have been invoiced and are paid through FAST.- Update building directory by term.- Assist the Admin Coordinator with preparing the financial deposits from various departments.- Provide guidance to the 'student office assistant' for reception duties.- Provide back-up for reviewing monthly telecommunication billings for Long Distance charges. Prepare and distribute Personal / Research Telecommunication verification reports to Faculty and Staff.- Update the telecommunication listings and UofM Campus Telephone Directory and MTS directories for all departments once a year.- Research and complete projects as requested by the Business Manager.- Research and complete projects as requested by the Coordinator, Administrative Services- Maintain inventory, distribute, and record all keys issued to staff and faculty, and retrieve assigned keys from those who leave.- Organize office and mailbox keys for new sessional each term.- Maintain updated list of mailbox allocations and post in Mail Room- Collect fines for lost keys from staff and faculty.- Correspond with Physical Plan on access for corridors, lock repairs, keypad codes, and provides appropriate access to designated spaces for STAG groups.- Communicate appropriate Asper "protocol" to STAG groups for special events, ensuring key custody guidelines are followed.- Book rooms for staff, faculty, and external groups.- Book Asper events in the Main floor lounge, Commemorative rooms, 517 Staff and Grad Programs lounge for various departments. - Distribute weekly reports to caretakers and Security Services.- Book Bloomberg Lab as requested by Faculty on online calendar.- Communicate housekeeping guidelines and alcohol restrictions to various groups.- Liaise with Caretaking regarding setup and take down assistance for special events and room preparations booked in Drake Centre.- Assign and process parking request and CTC Lotcoordinate special parking request to Parking Services for events.- Coordinate entire evaluation process.- Coordinate the distribution of the evaluation results; answer faculty members' and students' questions regarding the evaluation process and the evaluation results. - Monitor the process and identify any irregularities; coordinate the processing of data with Administrative Systems and review the evaluation reports for errors or irregularities and ensure the errors are corrected by Administrative Systems.- Serve as key operator for photocopiers. - Track photocopier account data in Access and prepare reports for distribution as required.- Order signs, arrange for delivery and sign installation on offices.- Maintain an up-to-date list of relevant material.- Assist with large volume mail outs.- Keep Mail Allocation Directory up to date and posted.- Arrange for couriers, local, domestic, and international deliveries via Sierra Courier's eTrac system.- Other duties as :MINIMUM FORMAL EDUCATION/TRAINING:- Completion of a formal training program in a related discipline from a recognized institute is required. EXPERIENCE:- Three years of directly related experience as a receptionist required.- A working knowledge of Aurora Finance would be an asset. - An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES:- Demonstrated proficiency in using basic features of computer software applications, Word, Excel and Access required.- Strong interpersonal skills and the ability to communicate effectively verbally, in writing and by email are required.- Strong organizational skills are required.- Demonstrated ability to multi-task and to cope with a hectic, stressful environment is required.- Satisfactory work record, including satisfactory attendance and punctuality, is required. OTHER JOB RELATED QUALIFICATIONS:- Knowledge of the University of Manitoba preferred.- Able to work in the office Information :The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).