Clerical Assistant (Receptionist)


Reporting to the Associate Director HR, this position functions as clerical assistant (receptionist) within a fast paced, demanding environment. The environment involves exposure to phone calls, frequent interruptions, and multiple simultaneous demands. Constant communication with stakeholders, scientists, staff and students both in person and over the telephone is involved. This position exercises judgement on a continuous basis. The position works in an environment requiring delicacy and tact.


Primary Purpose:
To provide services within the reception area of the VIDO (Vaccine and Infectious Disease Organization) building.

Contractual position with term expiring on 30 April 2019.

Typical Duties/Accountabilities:
Responds to and understands emergent employee calls; books appointments on a computerized system; receives visitors and offers assistance; maintains excellent customer service with an understanding of employees, visitors and student problems; performs clerical duties related to multiple areas of responsibilities; receives payment for goods and services; account inquiries; orientates students and visitors in office procedures; and other related duties as assigned. Tasks are varied, with above average complexity. The incumbent works independently and can complete all aspects of assigned duties, exercising judgment within established guidelines. May also provide advice and guidance to internal contacts, within a job-specific area of knowledge. Communicates primarily with staff and with visitors. Works effectively and cooperatively with others and consciously applies team skills to support the goals of VIDO-InterVac.

Required Skills

Completion of grade 12. The incumbent requires a one year office administration certificate and a minimum two years of relevant experience. Relevant education pertaining to secretarial and admin duties would be considered. Communications and promotional experience is an asset. An equivalent combination of skills and experience in an indirect field and applicants without experience might be considered.

Excellent interpersonal and communication skills, both written and verbal; highly effective public and customer relations skills, including the ability to provide timely and courteous service under stressful conditions with a tactful and firm approach; ability to effectively work independently as well as part of a team maintaining professionalism in a dynamic environment; demonstrated accuracy in data entry and the ability to maintain attention to detail; proven problem solving abilities; proficiency with computers to complete appointment scheduling, billing and lab requests; ability to multitask and demonstrate effective organizational skills in a fast paced environment.


Inquiries regarding this job posting can be submitted to Raf Jamil, Associate Director Human Resources at

All internal eligible candidates are encouraged to apply. Internal employees and students interested in career change, career transition might be considered. This is a term position ending on April 30, 2019, however, an internal candidate will be given an option to negotiate certain terms and conditions of the job including the term end date. An internal candidate with valid confidentiality agreement, security clearance and background screening on file, will not be required to provide a new one.
Only applicants shortlisted for negotiations and/or interview will be contacted. A multiple hurdle hiring approach including pre-screening interview might be used to select the final candidate.

This is an internal VIDO-InterVac job posting and will be posted externally if a suitable internal candidate is not found.

Last Date to Apply: 22 May, 2018.

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