Administrative Assistant, Co-op, Career & Experiential Education

Brock University•St. Catharines, ON

5d•CA$46,099 - CA$63,950•Onsite

About The Position

Brock University is seeking an Administrative Assistant for the Co-op, Career and Experiential Education (CCEE) department. This role provides front-line customer service and administrative support, acting as a key contact for students, employers, faculty, staff, and external partners. Responsibilities include maintaining accurate records, supporting co-op program administration, coordinating recruitment and programming, and ensuring efficient departmental operations. The position also involves supporting reporting, communications, onboarding, financial administration, and event logistics to deliver high-quality services.

Requirements

College diploma in a relevant discipline, the equivalent combination of education and experience would be considered.
1-2 years of administrative support experience, including database administration.
Excellent computer skills, including Microsoft Office (Word, Excel, Planner, Teams, Booking, etc.), Adobe Acrobat, databases, web-based software, web maintenance, social media, learning management systems (i.e. Brightspace), graphic design tool (i.e. Canva) and Workday.
Understanding and appreciation for experiential learning, career development and external partners to the University.
Excellent attention to detail and ability to maintain high level of accuracy in work completed and information given.
Knowledge of FIPPA and confidentiality requirements.
Promotes and embodies inclusivity and respect within the workplace and the broader community.
Exceptional verbal communication and interpersonal skills, including maturity, tact, discretion and confidentiality.
Ability to demonstrate a high degree of professionalism.
Strong customer service skills and customer service orientation.
Ability to establish priorities, organize own work.
Strong initiative, quick learner, and ability to function as a self-starter.

Nice To Haves

Experience in a post-secondary environment.
Experience with Orbis platform.

Responsibilities

Serve as the first point of contact for students, employers, staff, faculty, and members of the public, responding to inquiries by telephone, email, mail, virtual platforms, and in person.
Coordinate administrative aspects of employee and student staff onboarding and offboarding processes, including arranging and collecting office keys, swipe cards, computers, phones, purchasing cards, business cards, and required system access.
Update and maintain departmental webpages and SharePoint sites to ensure information is accurate and current.
Prepare and process invoices, expense claims, purchase orders, cheque requisitions, and other financial documentation.
Liaise with Facilities Management, Shipping & Receiving, and other campus departments regarding operational and administrative requests.
Provide administrative support to the Associate Director, management team, and broader CCEE department, including backup support to other administrative staff as required.
Maintain accurate student and employer records within departmental databases, including CareerZone.
Coordinate, track, and maintain student documentation related to co-op participation, including work permit records and status updates.
Maintain student information and records within CareerZone and other applicable systems to ensure data accuracy and integrity.
Compile and maintain data used to support departmental planning, reporting, and operational decision-making.
Maintain proficiency in departmental systems and technology platforms, including CareerZone, Workday, DB Brock, Brightspace, Microsoft 365, and related applications.
Post employer job opportunities in CareerZone and other relevant systems in a timely and accurate manner.
Coordinate student and employer interviews, including scheduling, room bookings, virtual meeting arrangements, and distribution of interview schedules.
Coordinate logistical arrangements for workshops, events, programs, and information sessions, including room bookings, technology requirements, catering, parking passes, registrations, attendance tracking, and program materials.
Prepare and maintain registration lists, attendance records, name tags, and event documentation as required.
Assist with special projects, initiatives, and programming activities as required.