Part-time Administrative Assistant

1 week ago


Ottawa, Ontario, Canada Algonquin College Full time

Department:
Operations Management (Kerry Surman)

Position Type:
Part-Time Support

Salary Range:
$26.15-$30.30-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
May 23, 2023

Length of Contract:
N/A

Posting Information

Posting Closing Date:
May 9, 2023

Please note:
jobs are posted until 12:01 am on the job closing date.

Job Description:

Reporting to the OPMG Chair, the incumbent provides administrative support to the Chair, faculty and department staff.

Duties and Responsibilities:

Provides administrative support to the Chair by:

  • Organizing and maintaining a variety of files and record keeping systems,
  • Providing first point of contact support for the Chair regarding student and staff issues and inquiries, including scheduling of meetings and provision of GeneSIS data
  • Entering fulltime leave data for the Chair's approval in role of Timekeeper in Workday
  • Scheduling meetings for Chair with coordinators, department, Program Councils and Program Advisory Committees
  • Taking minutes at Program Council and Program Advisory Committee meetings, incorporating revisions, and distributing to external and internal stakeholders
  • Processing departmental invoices in Workday
  • Preparing and organizing documentation for faculty and staff hiring processes and performance review process
  • Screening, sorting and distributing incoming mail and parcels

Provides administrative support to department faculty by:

  • Coordinating the process for text and e-text book orders with faculty and coordinators.
  • Following up with the College bookstore to ensure orders are complete and received in a timely manner, and resolving issues with book orders, as required
  • Providing information on College Directives and processes such as plagiarism and student misconduct
  • Compiling final examination requirements and entering exam loading on GeneSIS
  • Ensuring that exam schedules are correct and complete
  • Preparing exam invigilation/floaters schedule
Performs a variety of other responsibilities including

  • Maintaining photocopying and printer equipment, troubleshooting issues
  • Maintaining a sufficient level of classroom and office supplies and ordering supplies, as required.
Performs various other duties, as assigned.

  • Coordinating printing requests, and ensuring all requests are received and distributed appropriately
  • Coordinating the online grade submission process for the department and troubleshooting issues for faculty
  • Organizing office space requirements for full time and part time staff and faculty in conjunction with the School Financial/Business Analyst.

Note:
This position requires attendance at Program Advisory Committee meetings approximately 12 times per year. Each meeting concludes at approximately 6:00pm.

Required Qualifications:

  • Minimum of a two (2) year diploma in Office Administration or Business;
  • Minimum of three (3) years of related experience in a responsible administrative support position;
  • Proficiency in MS Office, Outlook, Word, Excel and Powerpoint;
  • Proficiency in PeopleSoft, Genesis and Workday is an asset.

Anticipated Weekly Schedule:
will be determined upon hire

  • This position is paid at Payband E Comparator
  • Vacancy is for P1988
  • This position is eligible for hybrid work in conjunction with the College's
_Flexible Work Arrangement_.

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