Administrative Assistant to the Director, Experimental Learning and Entrepreneurship - Appendix D/Temporary Assignment

Algonquin College • Ottawa, ON

10d • Hybrid

About The Position

Reporting to the Director, Experiential Learning and Entrepreneurship, the incumbent is accountable for contributing to the effectiveness of the Experiential Learning and Entrepreneurship office and for providing support to the Director and the department (hereinafter referred to as ELE). The Administrative Assistant provides a range of administrative, clerical, communication, and secretarial support, ensuring the efficient day-to-day operation of the ELE office. The incumbent proactively administers the office work cycles and anticipates the needs of the Director, is the first point of contact in the department for the Director, and provides administrative and communications support for the ELE department. The Administrative Assistant has familiarity with the ELE office and is able to dialogue effectively with a wide variety of clients and employees, as well as with representatives from the College, other postsecondary institutions, industry, and government. The incumbent prepares and coordinates the submission of various reports and transmittals, including those for the Algonquin College Leadership Team, Deans and Directors Council, and Cross-College Committees. The Administrative Assistant coordinates timelines, tasks and requirements related to projects and reporting. They are responsible for supporting the Director’s schedule and planning for College documents and activities. The Administrative Assistant is conscientious, professional, and respects confidentiality.

Requirements

• Two (2) year diploma (or equivalent) in Office Administration, Office Administration-Executive, Business. Equivalent combination of relevant education and work experience may be accepted in place of formal education.
• Minimum five (5) years of relevant administrative assistant experience, three (3) years of which should be supporting senior level management, as well as experience interacting with diverse stakeholders in a non-routine, fast-paced office environment.
• Experience in writing correspondence, as well as developing varied documents and reports.
• Experience managing simultaneous deadlines with minimal supervision.
• Experience working independently in progressive responsible positions, with some preferred at a postsecondary organization.
• Excellent interpersonal skills.
• Strong analytical and problem-solving skills.
• Well-developed verbal and writing skills to effectively communicate with stakeholders.
• Highly developed minute-taking, writing and publishing skills with attention to detail.
• Very effective organization and time management skills; ability to multi-task and prioritize.
• Good knowledge of academic, administrative, and organizational structures, including varied decision-making processes.
• Proven team player.
• Advanced proficiency with MS Office, SharePoint, and other digital collaboration tools.

Nice To Haves

• Knowledge of social networking applications is an asset.

Responsibilities

• Administering and coordinating the activities of the ELE office by: Providing first point of contact support for the Director regarding issues and inquiries; responding to queries and requests accurately and punctually in person, via telephone, collaboration software, and email; redirecting to the appropriate staff, as needed
• Daily updating and maintaining the Director’s calendar
• Monitoring emails related to leadership team and executive team deliverables to identify action, including but not limited to, placing in calendar
• Supporting the recruitment process for the Director’s office and ELE office through position requisition preparation, scheduling of candidate interviews, preparing and organizing documentation for hiring, booking logistical requirements
• Creating and maintaining confidential human resources files, as required
• Participating in and supporting, as required, Director’s office promotional activities, employee meetings, institutional visits, retreats, and special projects that arise from time to time
• Independently initiating and drafting correspondence, requiring original composition, which involve routine inquiries and replies on behalf of the Director’s office
• Preparing a variety of documents/ reports, using different tools, including word-processing, spreadsheet, presentation, project management and digital collaboration applications
• Formatting, proofreading and recording documents requested
• Preparing and compiling documentation for signature, reports and/ or meetings, as required
• Ensuring that information, correspondence and reports emanating from the Director’s office are of the highest professional standard and discreetly handled
• Coordination and logistical support for Director and committee/ association meetings scheduling meetings, communicating the date, time and location with all members; booking facilities, audio/ visual equipment, as required sending/ publishing meeting agendas and meeting materials in a timely fashion; receiving all decisions and necessary information transcribing/ formatting minutes for approval by Director distributing minutes, scheduling and monitoring follow-up action
• Establishing office procedures and bring forward systems for the Director’s office and ELE office; identifying opportunities for process and operational improvements
• Processing correspondence, ensuring accurate and timely responses
• Prepares, sorts and scans documents that need to be digitally saved
• Protecting the integrity of the ELE office, by ensuring the confidentiality of student, employee and outside agencies matters and any sensitive material to which the incumbent might be privy
• Screening, sorting and distributing incoming and outgoing mail, faxes, and parcels; processes all change of address requests, and redirects mail, accordingly
• Assisting in the facilitation, planning and organizing of ELE departmental meetings and professional development day(s)
• Organizing and confirming local, national and international travel, accommodations, and registration for meetings, events, conferences, and/ or professional development
• Collaborating with the Executive Assistant to the Associate Vice President, Academic to coordinate, set-up, or support division initiatives, activities and events, as applicable
• Monitoring supply of inventory/ office supplies, forms and equipment; preparing requisitions to replenish stock, as required
• Ensuring the tracking of outstanding purchase orders, reconciling received items against original purchase orders, and resolving discrepancies
• Ensuring that equipment repairs are requested and tracked
• Maintains knowledge of College policies, procedures, programs, and organizational structures including the College’s mandate, plans, goals and objectives and its services to respond effectively to various stakeholders.
• Organizing and maintaining records by: Organizing and maintaining a variety record keeping systems, in accordance with best practices, as well as college policies and procedures
• Creating, organizing and maintaining accurate and timely files and documents
• Classifying and maintaining all records maintained on shared drives and/ or platforms
• Updating and maintaining a directory and accurate organizational chart for employees
• Maintaining departmental records and schedules
• Supporting operational schedules for regular activities
• Maintaining files and records for budget reconciliation, reporting, and historical documentation.
• Orienting and instructing departmental staff in the processing of expenses to verify the accuracy and correcting of errors or omissions
• Coordinating activities related to the financial processes of the department, including processing and tracking of departmental expenses and purchases through the financial management system
• Coordinating the collection of data and distribution of regular ELE communications and updates
• Coordinating workflow received from the administrative team by: Identifying and prioritizing production or preparation conflicts for documents and activities
• Developing detailed work-back-schedule plans to avoid work and schedule conflicts
• Organizing and prioritizing routine work assignments
• Communicates on a regular basis with all departments, external agencies, and the public by: Assisting callers/ visitors requesting information from/ access to the Director
• Ensuring that matters requiring immediate attention are routed to the appropriate Manager, using judgement, tact and discretion in assessing requests from internal and external stakeholders
• Responding to requests for information, which require knowledge of College policies/ procedures
• Providing requested operational data and dates to College administrators
• Handling confidential matters with employees and external clients
• Screening and directing inquiries and/ or complaints to appropriate individuals
• Ensuring optimal distribution of information to administrative offices at all College campuses
• Liaising with various departments within the College
• Providing direct client service to learners during peak periods

Benefits

• Competitive base salary
• Comprehensive benefits, including health, dental, and retirement plans
• Access to training, tuition assistance programs (Algonquin College Courses and Degree Completion), certifications, workshops, and professional courses
• Lifetime retirement pension

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree