Administrative Assistant

ontariotechu•Oshawa, ON

4d•Onsite

About The Position

The Faculty of Science is seeking an Administrative Assistant to provide a broad range of reception, administrative, and Central Stores support to the Faculty. The successful candidate will be a team player with great customer service skills, who is a strong multitasker and works well under pressure in a fast-paced environment.

Requirements

Excellent attention to detail and the ability to manage high volume and multiple demands to maintain a high level of confidentiality while handling sensitive information
Proficient in MS-Word, MS-Outlook, MS-Excel, Google Suite, and be willing to learn other computer software packages as required
Ability to communicate effectively and professionally with a wide variety of individuals, both internal and external to the Faculty and University
Ability to work both independently and collaboratively
Problem-solving skills; using effective and creative strategies; flexibility and adaptability to manage multiple priorities in a diverse setting
A minimum of 1 to 3 years of experience in a similar role
Completion of a formal Post-Secondary/College Program of One Academic Year or an equivalent combination of education and related experience may be considered

Nice To Haves

Knowledge of scientific supplies
Experience in distribution, logistics or storeroom operations
Administrative experience in Faculty of Science and Central Stores operations, including familiarity with university policy and procedures
Experience with point of sale (POS), retail management, and inventory control is an asset
Experience working with Ontario Tech systems (FAST, Banner, EPAF, Concur) would be an asset

Responsibilities

Responds to telephone, emails, and in-person inquiries from prospective students, current students, faculty, visitors, and other university/college representatives
Orders office supplies, catering for meetings, name plates, and business cards
Coordinate onboarding of employees
Submit, track and organize requests for keys and proxy cards
Arranges travel arrangement for guests visiting the faculty
Books and schedules meetings for faculty, students and special groups
Coordinates interviews for various postings within the faculty
Reconciles monthly purchasing card expense reports
Codes and submits various invoices and payments
Completes cheque requisition forms for external visitors that need reimbursement
Assists in review of recurring reports to identify discrepancies/anomalies (Payroll, Ricoh, Sessional Internal, etc.)
Assists with faculty space and equipment management
Coordinate postings and inputs position information into EPAF to generate contracts (FT hires, Sessional, Invigilators)
Approve timesheets in via MyCampus. Supports filling in manual timesheets and submissions
Coordinates the University Works program for the Faculty (communications, allocations, contracts, timesheets, etc.)
Acts as a backup for contract creation, coordination and logistics
Supports the Central Stores operations and provides storeroom service during core business hours
Processes customer orders/returns, creates purchase requisitions, facilitates pickup/delivery of inventory, receives inventory using Retail Mgmt Hero, stocks shelves, and performs cycle count inventory
Coordinate/support Faculty events (e.g. Open House, Science Rendezvous, gatherings/meetings, celebrations, faculty retreats, etc.)
Assist with organizing various Faculty functions, including room booking, IT, catering and logistical services