Reception Administration Jobs in Kitchener, ON (NOW HIRING)

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, July 30 2026, at 11:59PM.

Job Description:

Primary Purpose

The Receptionist is accountable to the Administrative Manager and is responsible for reception duties related to the Associate Provost, Campus Support and Accessibility (AP, CSA) Office. As a front-line staff member, the Receptionist is responsible for scheduling appointments, providing information to clients, and offering outstanding customer service to all who connect with the office (students, staff, faculty) and their supports. This position, which is crucial to the smooth operation of the office, works with confidential information and handles sensitive information responsibly and in compliance with privacy regulations.

Key Accountabilities

Customer Service/Reception

• Provides exceptional customer service to clients and other stakeholders. This involves an awareness and sensitivity to a variety of disabilities that might cause disruptions, challenges, and disputes in the office or on the phone.
• Answers phones, takes messages, directs calls, and answers 'tier 1' (general) questions
• Responds to select inquiries made to general email accounts
• Escalates inquiries as necessary to appropriate subject matter experts
• Use knowledge of University to ensure clients are directed to appropriate campus support services and resources
• Manages reception flow by identifying the purpose of each client's visit and directing them appropriately

Appointment Scheduling and Support

• Schedules appointments
• Greets and checks-in clients who arrive for appointments
• Supports short-notice staff absences by rescheduling appointments
• Assists clients with completing required forms for their appointments (e.g., consent form), ensuring the forms are appropriately uploaded to a client's record
• Assists in the preparation of client appointments, including pulling client files when needed

Handling Confidential Information

• Appropriately handles confidential health records (receives and uploads documents to the client's record within the departments' respective enterprise system)
• Organizes and maintains filing system, including the storage and destruction of confidential medical records.
• Maintains an orderly front desk ensuring confidentiality of client files and documents
• Keeps record of client-related documents delivered to the office

Required Qualifications

Education

• Postsecondary degree or certificate in relevant field and/or suitable combination of education and experience. Specific education or training in Office Administration, Business Administration, or related discipline is an asset.

Experience

• Experience in customer service
• Experience working with individuals with disabilities, and securing appropriate support for persons in a crisis, is an asset.
• Previous experience in a secondary or post-secondary school work environment is an asset.

Knowledge/Skills/Abilities

• Demonstrated ability to perform reception duties
• Strong computer literacy with Microsoft Word and Excel and basic computer literacy with PowerPoint
• Exceptional client service approach, including the application of a trauma-informed, anti-oppressive approaches. Ability to manage strong emotions, offer support, and utilize de-escalation skills when necessary
• Demonstrated ability to work collaboratively in a diverse team
• Attention to detail and accuracy
• Ability to remain flexible and respond to competing demands in a fast-paced environment
• Ability to exercise sound judgement and diplomacy and discretion when handling confidential and sensitive information
• Excellent interpersonal and communication skills
• Strong organizational and attention skills

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources athrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.