Administrative Assistant

1 week ago

Oshawa, Ontario, Canada Ontario Tech University Full time

Administrative Assistant - Limited Term

Tracking Code:
req1098

Faculty/Department:
Office of the Deputy Provost

Number of Positions:1

Appointment Type:
Limited Term 11 months

Hours of Work: 35 hours per week

Salary Range:
Level - Starting Salary, Step 1 $46,196

Posting Date:
April 25, 2024

Closing Date:
May 1, 2024

Job Summary:

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 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 Director.

The Administrative Assistant acts as first point of contact to the Department.

Responsibilities/accountabilities:

  • 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
  • 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
  • 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
  • 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.
  • Support the Program Assistant and Instructional Support Coordinator responsible for the Nuclear programs, including preparing and printing confidential instructional material (provided by the instructors)

Required Skills:

  • Excellent computer skills with solid working knowledge of MS-Word, MS-PowerPoint, MS-Excel, and MS-Outlook
  • 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
  • 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.

Required Education:

  • Completion of a Formal Post-Secondary/College Program of Two Academic Years or Equivalent
  • Verification of Academic credentials may be required

Required Experience:

  • The incumbent must possess over 1 year and including 3 years of experience as an administrative assistant, within a similar environment

How to Apply:


Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate.

The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's Accessibility Policy


The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties.

We are situated on the Traditional Territory of the Mississaugas, a branch of the greate

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