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Administrative & Operations Assistant

Position Job Title: Administrative & Operations Assistant

Location: Niagara Falls

Reports To: Operations & Facilities Manager

Hours: Various Hours

Primary Purpose:

Working under the general direction of the Operations & Facilities Manager, the Administrative and Operations Assistant offers strong front-line presence and ensures that that every interaction reflects positively on the University of Niagara Falls. The incumbent acts as the first point of contact for all internal and external clients and provides effective, efficient, collaborative, client-focused operational and administrative service including, managing the main reception desk for the campus and be responsible for maintaining supplies and equipment as required. This position provides administrative services for the University, including support for the Executive Office.

Specific Responsibilities:

The Administrative & Operations Assistant will at numerous times be responsible for the following as well as other related various duties as assigned to support the business objectives and purpose of the University:

Front Desk Reception:

  • Maintain high standard of customer service support to both internal and external customers.
  • Answer and direct incoming calls and emails in a timely and efficient manner.
  • Greet visitors to the campus and directing them to the appropriate area.
  • Maintain general security by managing access to the campus facilities and equipment, monitoring security cameras if available, and reporting any suspicious activity to the appropriate department.
  • Maintain internal communication and messages between staff and students as and when necessary.
  • Ensure adequate general office supplies for the daily operations on the campus.
  • Liaise with external suppliers for maintenance of the general office equipment.
  • Provide support for meeting room booking requests on campus.
  • Prepare for internal and external meetings and take minutes if needed.
  • Other related duties as assigned.

Mail Services

  • Coordinating mail services for the University, including receiving and directing deliveries of supplies.
  • Picking-up and distributing mail and/or courier deliveries;
  • Liaising with courier companies; maintaining stamp inventory and recording use of same; and coordinating courier pick-ups and deliveries

Facility Support

  • Placing urgent calls for building, security, and caretaking services.
  • Immediately reporting building problems to the Operations & Facilities Manager;
  • Communicating maintenance concerns to the Operations & Facilities Manager;
  • Maintain key box and inventory
  • Liaising with caretaking; providing general building security vigilance and reporting any unusual observations as appropriate; Assist with room set ups / cleanup for meeting and events as required

Position Requirements:


To be successful in the Administrative & Operations Assistant position, individuals must be committed to developing, maintaining and demonstrating the following:

  • Excellent Customer Service Skills.
  • Keyboarding speed at 40wpm with accuracy.
  • Proficiency in MS Office, including Word, Excel, and Outlook.
  • Ability to use various office equipment including fax and photocopy machines.
  • Strong multitasking abilities, with the ability to prioritize tasks and meet deadlines with accuracy and attention to detail.
  • Ability to work independently with minimum supervision, as well as part of a team.
  • Ability to work under pressure and maintain a calm focus during hectic periods.
  • General understanding of the programs and services provided by the University.
  • Ability to exhibit a professional attitude and image with a commitment to quality service.
  • First Aid Certification / CPR (an asset).

Education and Experience:

  • Post Secondary graduation with basic training in office practices, customer service and communication.
  • One to three years’ Administrative and/or customer service experience in a fast-paced environment, preferably in higher education.
  • An equivalent combination of education and experience.

Diversity and Inclusivity Statement

University of Niagara Falls, Canada (UNF) is strongly committed to equity, diversity, and inclusivity within its community and especially welcomes applications from racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. University of Niagara Falls, Canada recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care, and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, UNF will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

We greatly appreciate your time and efforts in applying for the position at University of Niagara Falls Canada, however, please note only successful candidates will be contacted.

If you require any accommodations at any point during the application and hiring process, please contact