WATERLOO CO-OPERATIVE RESIDENCE INC.

POSITION: Administrative Assistant DEPARTMENT: Co-op Development

REPORTS TO: Co-op Development Manager UPDATED: October 2022 - Draft

The Administrative Assistant position was created to support WCRI members staff with daily tasks

Summary Statement
The Admissions Assistant, as part of the Co-op Development Staff Team, is responsible for completing duties
associated with member services and processes as they relate to admissions activities, administrative
procedures, and assisting with the maintenance and implementation of other member services.

Primary Duties and Responsibilities

Reporting directly to the Co-op Development Manager, the Admissions Assistant acts within organizational
policy to perform a variety of duties including:

Admissions Duties
 Assist with applications process for accommodation following established admissions procedures
 Monitor and communicate with staff about occupancy and vacancy status
 Assist members with the sublet process
 Support the member move in and move out processes by preparing paperwork, lists, floor charts, and
other activities as necessary

Administrative Support
 Complete data entry in WCRI’s property management software, Rent Manager
 Organize and maintain a file system for admissions paperwork
 Maintain knowledge of member services by providing front desk coverage either by phone, email or in
person
 Complete activities related to member services including payments, package pickup, equipment
signout,

Marketing & Member Services

 Promote WCRI as a student housing option:
 Participate in off-site campus fairs
 Host WCRI information sessions, open houses, and other new member recruitment activities
 Provide room tours for current, new and potential members
 Process “Tell a Friend” referral requests for approval
 Process requests for “Pi buck” allotment and redemption
Member Education
 Respond to inquiries from members and potential members about admissions related processes
 Educate members about seniority at WCRI and the related seniority deadlines
 Provide ongoing education to members and potential members regarding admissions policies and
procedures
 Educate members and potential members about the subletting process
 Prepare content for inclusion in various member publications and official WCRI social media

Qualifications

Mental Effort
 Computer work: attention to detail needed for data entry
 Alertness, listening, and understanding when addressing inquiries by members and general public
 Ability to multi-task and prioritize work
 Ability to work with frequent interruptions

Physical Effort
 Finger dexterity tasks that require hand-eye coordination at computer station
 Sitting for long periods of time at computer station
 Walking to and within division buildings is required

Working Conditions
 Repetitive typing/data entry on computer
 Sitting for long periods of time at computer station
 Some additional hours may be necessary during peak times (e.g., fee payment deadline days,
beginning and end of terms)
 Many interruptions by flow of people around the office

Supervision
 Reports directly to the Co-op Development Manager; must be able to work independently and
prioritize tasks. Work progress is checked regularly.

Job Requirements
 Relevant post-secondary education
 1 to 3 years of experience in a professional role
 Knowledge of computer programs, including MS Excel & Word, email and social media
 Knowledge of office procedures and use of standard office equipment
 Ability to communicate effectively to individuals with diverse backgrounds and ethnicities
 Ability to communicate and relate well to WCRI stakeholders