Administrative Assistant

ontariotechu • Oshawa, ON

18h • Onsite

About The Position

Reporting to the Executive Director, Continuous and Professional Learning, the Administrative Assistant is a member of the Continuous Learning department. The primary role of this position is to provide directed and general administrative support to the Executive Director, Director, and members of the Continuous Learning team. This position supports members of the team and prioritizes supporting programs and initiatives as assigned, with priority given at the discretion of the Executive Director. The Administrative Assistant acts as first point of contact to the Department.

Requirements

• Excellent attention to detail, and the ability to manage high volume and multiple demands
• Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions
• Experience in database maintenance and producing reports and statistics
• Superior organizational and time management skills and the ability to work well under pressure
• Demonstrated ability to maintain a high level of confidentiality
• Works well in a team environment
• Excellent communication and interpersonal skills, diplomacy and tact, professional and courteous
• Understanding of the University CMS, Catalog, LMS, Brand Folder
• Excellent computer skills with solid working knowledge of MS-Word, MS-PowerPoint, MS-Excel, and MS-Outlook
• Completion of a Formal Post-Secondary/College Program of Two Academic Years or Equivalent.
• An equivalent combination of education and related experience may be considered.
• The incumbent must possess over 1 year and including 3 years of experience as an administrative assistant, within a similar environment

Nice To Haves

• Knowledgeable in Banner/FAST (finance and web requisitioning) is an asset
• Thorough knowledge of university programs, systems, policies, procedures, governance, and administrative activities is a definite asset

Responsibilities

• Provides confidential administrative support to the Executive Director, Continuous and Professional Learning such as coordinating calendars and meetings, assist with projects, correspondence, file organization, expense reconciliation, and booking travel
• Applies knowledge of the priorities of the units and the activities of its members to support the launch of new programs and courses and organize existing ones
• Assesses the importance of requests for meetings and/or workshops or changes in meeting schedules and coordinates accordingly
• Edits correspondence, reports, and other university/external correspondence
• Coordinates departmental travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries
• Process, code, and reconcile expenditures/invoices on specific accounts
• Monitor ongoing expenditures and status of budgets
• Works collaboratively with other administrative team members and units across the university
• Troubleshoots and escalates office administration issues for the management team as required
• Assists the Executive Director, Continuous and Professional Learning with calendar management including scheduling meetings, ensuring the ED is prepare with agendas and materials
• Organizes and coordinates complex schedules, including supporting the team on course scheduling
• Edits correspondence, reports and various university correspondence
• Assists in setting agendas for meetings; preparing materials for meetings, briefing notes, reports, refreshments, equipment, etc., takes and distributes minutes, and follows up on action items
• Assists with Record and Document Management for Continuous Learning, including maintaining course and program lists, registration reports and other documents relating to Continuous Learning Programs, Courses and Contacts.
• Maintains and coordinates retention of documents
• Manage updates and creates new program and course pages for the Continuous Learning websites to ensure all forms and content is current on the website
• Creating/updating various manuals, pamphlets, and brochures
• Serves as the first point of contact for students, campers (parents), community and other stakeholder inquiries to the Continuous Learning department about relevant programs and courses (by phone, email, and chat)
• Ordering office and workshop supplies
• Sort and deliver incoming mail
• Prepare cheque requisitions, purchase orders, and invoices
• Able to create and develop presentations and spreadsheets
• Manages Record and Document Management, maintains and coordinates retention of documents
• Coordinate all vacation/sick/lieu days for all Engineering Outreach staff that report to the Engineering Outreach Supervisor. Monitor electronic summary of vacation including days entitled and days taken. Track monthly and update with any issues
• Onboard and set up new staff members to arrange location, new employee documentation, department orientation, and workspace preparation i.e. obtaining laptop, Banner ID, network passwords, etc.
• Assist with the recruitment of staff by developing candidate files, communicating with candidates, scheduling interviews and organizing interview committees for reviews, and coordinating the process with Human Resources
• Support the Program Assistant and Instructional Support Coordinator responsible for the Nuclear programs, including preparing and printing confidential instructional material (provided by the instructors)

Benefits

• The terms and conditions of the collective agreement between the university and the OPSEU
• University policies which may be found on our website https://ontariotechu.ca and which may be amended from time-to-time.
• Accommodation for applicants where appropriate
• Accessibility Policy

What This Job Offers

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