Venessa Reed Email and Phone Number

• Managing the agenda and calendar of the Executive Director of the HR Services Directorate;• Scheduling meetings, gathering meeting material;• Monitoring the Executive Director’s emails and dispersing important information to the managers of the Directorate;• Tasking items out which need to be completed and coordinating responses to the Vice President of Human Resources such as ATIP requests and other urgent requests, and• Monitoring and forecasting the budget for the Executive Director’s office.

• Providing administrative services related to Finance and Budget, Human Resources, Correspondence, Information Management, Procurement and Supplies;• Managing the agenda and calendar of the manager of the division, scheduling meetings, preparing draft agendas, gathering meeting material, and organizing logistics and hospitality for meetings;• Maintaining the accuracy of contact lists, forms, and informational documents for clients;• Creating and updating organizational charts for the division;• Reconciling of acquisition card for the division;• Preparing paperwork for new hires and initiating security clearance;• Ensuring all new employees have the required office supplies, computer and phone access, and training;• Managing and monitoring the budget for the HR Services Directorate, preparing quarterly reports in preparation for planning, and providing input to management on re-allocation of funds, and• Following agency procedures to verify invoices and purchase orders in order to apply the appropriate financial coding before inputting expenditures into the agency’s financial system.

• Liaising with Privy Council Office (PCO) to request and create letters of offer for new staff;• Processing overtime, leave applications, and timesheets;• Processing travel expense claims;• Preparing and emailing new hire packages for new staff members;• Initiating security clearances for new staff;• Creating organizational charts;• Using trackers to monitor staff and their hiring process, and• Answering general HR inquiries regarding pay, overtime, vacation/leave, etc.

• Balancing Registrar’s Office payments;• Adjusting fees on student financial accounts;• Responding to a wide variety of inquiries regarding the tuition deposit and U-Pass;• Utilizing GeneSIS to action deposit deferrals while reviewing students’ admission and financial aid information;• Reviewing Tuition Deposit Exception applications and making decisions in a timely manner;• Reviewing U-Pass Opt-Out forms submitted by students, evaluating each case and making a decision;• Maintaining organization of Excel spreadsheets for Tuition Deposit Exceptions on an office shared drive, and• Positioning data into organized Microsoft Excel spreadsheets to create efficiency.

• Updating and creating new student records and ensuring the accuracy of student information entered on the system;• Registering clients into continuing education courses, receiving payments, issuing receipts and timetables and entering student grades;• Processing fee deferrals;• Reconciling daily transactions by ensuring my station balances at the end of the day and following the appropriate closing procedures;• Providing information to clients by responding to a wide variety of in-person, telephone, mail, fax, e-mail and other web-based enquiries, and• Referring clients to the appropriate departments as required and helping to train new staff.