Office Assistant and Receptionist - Position Information
- Department:
- Admissions
- Location:
- Vancouver, Canada
- Status:
- Full Time
- # of Positions:
- 1
Work at VFS
There is no such thing as an ordinary day when you work at Vancouver Film School. It’s a creative and fast-paced environment where you’re part of recruiting and educating the next generation of actors, filmmakers, video game developers and creative thinkers. Our unique culture is all about celebrating the pure passion and unwavering perseverance of our students as they go through their own amazing personal journeys towards a career in the entertainment arts. Constantly evolving and updating to meet industry demands, VFS believes results matter, and that extends from our classrooms and experienced faculty to our hard-working marketing, admissions, and support departments — and well beyond.
Job Scope
Reporting to the Enrollment Coordinator and the Directors of Admissions, the Office Assistant and Receptionist is responsible for receiving all phone, email, fax, mail, and in-person inquiries about VFS programs. The mandate of the position is to ensure that all inquiries are handled in an efficient, cheerful, and professional manner; to disseminate information as needed and to field calls to appropriate staff members.
Core Responsibilities
- Receive all incoming phone calls in a courteous and professional manner within three rings and communicate basic program information, campus locations, and staff responsibilities.
- Transfer calls to applicable employee as appropriate.
- Receive all other inquiries (in person, fax, email, letter) and respond within one day of receipt.
- Prepare and distribute information packages within one day of request.
- Assist the Financial Aid department with Administrative duties as needed.
- Monitor the use of office supplies and coordinate the repair and maintenance of office equipment.
- Prepare and coordinate courier requests and ensure requests are completed in a timely manner.
- Assist the Admissions Coordinators with uploading student file documents and ensure they are named and organized correctly.
- Receive appointments for Admissions and Administrative staff in a professional manner.
- Book, confirm, and receive prospective students for information sessions in a professional manner.
- Assist with all Admissions filing.
- Assist with projects or other duties as assigned by the Enrollment Coordinator and/or Directors of Admissions or other administrative departments.
- Processing payments using the CC/Debit machine.
- Monitoring Preauthorization payments and following up with students on missing payment information, declined payments
- Processing refunds as directed by the Accounting team
- Assisting selling/tracking hoodie inventory
Job Qualifications
- Excellent written and oral communication skills.
- Highly organized, efficient, and friendly.
- Professional demeanor and appearance.
- Must be able to maintain discretion and confidentiality.
- Good computer skills with proficiency in MS Word, Excel, and database experience.
- Excellent attention to detail and accuracy.
- Experience using basic office equipment (fax, photocopier, postage machine, etc.).
- Must work well independently and as part of a team.
- Reception and or sales experience and knowledge of Vancouver Film School and related industries.
Vancouver Film School believes in diversity in all forms and we're committed to creating a welcoming and inclusive environment for all. As our team grows, we're looking to work with a wide range of creatives and professionals from different backgrounds, including but not limited to Indigenous people, persons with disabilities, newcomers to Canada, seniors, visible minorities and people from all genders, sexual orientation and religious backgrounds. We want to assure both our students and staff that this is of the utmost importance and strive to improve representation in all areas.
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