Job Description
- Job Title: Administrative Assistant, Scholarship & Community
- Requisition #: 23-046
- Campus: Doon
- Department: School of Business
- Payband: E
- Starting Rate: $26.47
- Payband Range: $26.47 - $30.69
- Hours/Week: 35
- Posting Date: Thursday, July 13, 2023
- Closing Date: Thursday, July 27, 2023 at 11:59 PM EST
- Vacancy Type: Support Staff - Full-time
Full-time Support Staff New Position
(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)
The Administrative Assistant provides a variety of administrative support services for the School of Business and specifically to the Office of the Chair, Scholarship & Community. The incumbent oversees and implements key processes such as contracts, administrative processes related to faculty scholarship, research, and creative activities (SRCA) and teaching assignments (loadings), and new-hire correspondence. The incumbent also organizes and monitors the completion of School responsibilities in areas such as SATs, Student Satisfaction Surveys, data collection for inter-departmental use and accreditations and the successful and timely completion of course outline reviews. The Administrative Assistant responds to queries for the Chair, Program Managers and for the School, provides recommendations on administrative processes, supports faculty SRCA consultations, and helps organize meetings and the calendar of the Chair.
Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with three days on-site, and two days remote.
- Organizes, monitors, and supports the completion of Academic Administrative and Scholarship processes, such as course/faculty loadings, contracts, SRCA planning, SATs, Student Satisfaction Surveys, course outline reviews, and new-hire correspondence
- Consults with Chair, Program Managers and other areas as required, creates a plan, contacts faculty to inform, schedule and provide reminders for the upcoming semester
- Tracks the progress regarding the implementation of Academic Administrative and Scholarship processes, and provides regular reporting to various stakeholders (including the Chair) in regard to the timely completion of these processes each semester
- Responds to a variety of inquiries that require knowledge of College policies, procedures and services as well as School of Business practices; Including inquiries from students, faculty or any other stakeholder in the College, relating to admissions, registrations, academic and SRCA policies and procedures
- Develops and maintains effective administrative procedures to ensure the efficient operation of the office of the Chair, including reviewing and responding to emails on the Chair's behalf, preparing reports, ordering textbooks, electronic and paper filing, scheduling meetings, taking minutes, and distributing agenda documentation and meeting materials
- Ensures correspondence is assigned to the appropriate Chair, responses meet deadlines, and verbal reminders are provided when deadlines are approaching
- Organizes the daily activities of the Chair, including maintaining calendar, booking appointments and arranging meetings, handling incoming/outcoming emails, telephone calls, and face-to-face communications while resolving issues that are deemed appropriate to the position
- Maintains documentation pertaining to academic and SRCA policies and procedures as well as general college policies and procedures manuals
- Updates information into databases and spreadsheets as required
- Oversees and/or participates in other projects as assigned
- Two-year Diploma in Office Administration, Education, Business Administration, Arts/Humanities, Social Sciences or related field required
- Two years of practical experience working for managers required
- In-depth knowledge of all MS Office 365 applications including Outlook, Word, Excel and PowerPoint, SharePoint, and OneDrive (knowledge of Visio would be an asset) required
- Experience supporting scholarship, research and creative activities in postsecondary settings preferred
- Ability to learn and utilize new processes quickly and accurately
- Strong organizational skills and attention to detail
- Excellent interpersonal skills and the capability to communicate professionally, tactfully and diplomatically
- Possesses initiative and problem-solving ability
- Effective minute-taking and editing skills
- Excellent oral and written communication skills
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