Administrative Assistant

1 week ago

Kitchener, Ontario, Canada Conestoga College Full time
Requisition Details

Job Title:

Administrative Assistant

Requisition #:

22-861

Campus:

Waterloo

Department:

School of Applied Computer Science & Information Technology

Payband:

E

Starting Rate:

$26.47

Payband Range:

$ $30.69

Hours/Week:

35

Posting Date:

Wednesday, January 4, 2023

Closing Date:

Monday, January 30, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time

Support Staff Full-time New Position (First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)


We require a qualified individual to provide a variety of administrative and clerical support services to the Chair, School of Applied Computer Science and IT.

The incumbent provides support to post-secondary programs and is responisbile for developing and maintaining effective administrative producedures.

Responsibilities:

  • Preforming reception duties and handling inquires from internal and external clients
  • Booking meetings and appointments, organizing materials required for meetings, taking minutes and following up on action items
  • Monitoring directives and taking appropriate followup action to ensure information is received to meet required deadlines
  • Coordinating administration of SATs and performance evaluations; maintaining appropriate paper and electronic filing system; contracting parttime staff to assist with SATs if required
  • Monitoring employee absence/vacation records for department employees
  • Providing initial orientation for new full and parttime department employees; including arranging for office space, materials and resources
  • Maintaining a listing of full and parttime faculty and staff and teaching/job assignments; working with the scheduling department on faculty timetables and SWF assignments
  • Responding to inquiries from faculty and staff regarding processes, policies and procedures
  • Gathering, tracking and filing course information for parttime faculty
  • Requesting wage calculations from Human Resources for new hires; loading meet based contract information, creating employment contract requests and resolving issues
  • Coordinating the PLAR process for programs under the Chair; explaining process to students; checking tests on file; faculty availability; following up, etc.
  • Preparing, analysing and inputting data into budget system; resolving discrepancies
  • Reviewing contract employee payroll records
  • Tracking, maintaining and submitting department lists
  • Providing administrative support and acts as the PAC Assistant for program advisory committees under the Chair of Applied Computer Science & IT
  • Assisting with the execution of special projects between Conestoga and external agencies and corporations such as other Universities and Colleges, industrial and corporate organizations

Qualifications:

  • Twoyear Diploma in Office Administration-Executive, Business or a related field of study
  • Three years of practical experience working with and supporting various levels of management, to include taking and transcribing minutes and the use of Microsoft Office products
  • Indepth knowledge of Microsoft Office products, including working with databases and Excel
  • Knowledge of Learning Management Systems is considered an asset
  • Excellent organizational skills, oral and written communication skills
  • Strong interpersonal skills with the ability to communicate professionally, tactfully and diplomatically
  • Ability to take initiative and solve problems/issues that arise
  • Knowledge of engineering and/or information technology industries is considered an asset
  • Demonstrated mathematical skills for tracking of expenditures, verifying invoices, and budgeting
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