Office Manager, Vaughan

Job DescriptionJob DescriptionNiagara University Ontario – Who are we?Niagara University is a private Catholic institution with a proud tradition of a binational presence with campuses located in Vaughan, Ontario, and Lewiston, New York. As a private Catholic institution founded in 1856, Niagara University has had an educational presence in the Greater Toronto area for over 40 years with a proud tradition of graduating outstanding students who go on to serve the GTA in many leadership positions.Strategically situated in Vaughan, Ontario, the campus provides convenient access for staff and students across the Greater Toronto Area. The modern facilities create an engaging learning environment designed to support professional development across multiple disciplines.Our Vaughan location offers significant advantages for both students and employees :Centrally positioned in the GTA with excellent highway and public transit accessProximity to York Region and Toronto's diverse business community, creating rich networking and employment opportunitiesLocated in one of Canada's fastest-growing municipalities, with ongoing development and investmentAccess to the cultural diversity and amenities of the Greater Toronto AreaConnection to industry leaders across multiple sectors, facilitating research partnerships and experiential learningPart of the innovation corridor that stretches throughout Southern OntarioAcademic ProgramsNiagara University offers the following programs at our Vaughan campus :Bachelor of Education (BPS / BEd)Master of Educational in Leadership (MED)Fully onlineMaster of Business Administration (MBA)Master of Science in Information Security and Digital Forensics (ISDF)Master of Science in Criminal Justice Administration (CJA)Master of Arts in Disaster / Emergency Management and National Security (DEM)Niagara University Ontario emphasizes a values-based approach to education, combining rigorous academic standards with a commitment to developing professionals who are prepared to make meaningful contributions to their communities.Student ExperienceStudents benefit from small class sizes, personalized attention from faculty, and strong connections to employers and institutions throughout Ontario. The university maintains a supportive community atmosphere that encourages professional growth and networking opportunities across industries. With a year over year graduation rate of 93%, NUO is a leader in post‑graduate career advancement education.Join our team, we are now searching for :Office ManagerWe are seeking an experienced office manager, this role offers :A growth‑oriented position with opportunities to support the recruitment strategy for our expanding Ontario campusLeadership potential for the right candidate to develop innovative processes for office coordination and management in addition to budget accountability and trackingCollaboration with academic and administrative departments to support all facets of campus operationsProfessional development opportunities within a supportive institutional environmentThe opportunity to make a meaningful impact on our growing campus communityThe ideal candidate brings proven experience in planning and oversight of office operations. Experience within the Ontario education sector is preferred but not required. You are quick learner and eager to contribute and support to the Niagara University in Ontario leadership team. You are team oriented, and value learning and supporting students to reach their educational goals.Working at Niagara University Ontario means becoming part of an institution dedicated to transforming lives through education. Our faculty and staff play a vital role in preparing the next generation of leaders for Ontario's schools, businesses, and community organizations.NIAGARA UNIVERSITY JOB DESCRIPTIONUnder general supervision, the Office Manager will provide administrative support for Niagara University in Ontario campus, including support for members of the leadership team, ensuring that operational information and materials are maintained accurately and reports and services are performed and delivered with high quality, attention to detail, accurately and in a timely manner. This position reports to the Dean and Campus Principal.ESSENTIAL DUTIESOversee, coordinate and manage office administrative procedures and review, evaluate and implement new procedures.Coordinate and plan for office services, such as equipment, supplies, forms, parking, maintenance scheduling, and security services coordination.Manage and coordinate events, including but not limited to graduation, special partnership events, and community partners use of campus space and more.Oversee on‑boarding of new staff and faculty, including student workers, managing allocation of workspaces and distribution of IT equipment, ID cards, parking passes,Create, update and monitor databases in support of the Vaughan campus operations including course scheduling system and invoice processing system.Oversee administrative operations related to budgeting, contracting and project planning and management processes.Maintain inventory and budgetary controls, by monitoring departmental budget, ensuring that campus expenses are appropriately registered.Establish work priorities and ensure deadlines are met and university procedures areResponsible for upkeep and maintenance of office supplies, including marketing materials with direction from Director of Graduate Recruitment andProcess and monitor invoices and follow up asSupport coordination of events, g., commencement, President's functions, staff and faculty meetings in collaboration with other staff.Carry out administrative activities associated with university admissions, as needed andAdministrative support for members of the campus leadership team (e.g., coordinating meetings and travel).Communicate important campus operation information to faculty, staff, students, and vendors, such as opening and closing dates for holiday breaks, building maintenance,Receive, organize, and distribute campus mail / parcelsCoordinate routine campus maintenance, e.g., painting, minor repairs in collaboration and direction from Director of OSAP, Student Record, IT and Operations.Gather data and prepare special reports and correspondence as needed or assigned.Adhere to all university policies andMaintain confidentiality of information (including but not limited to student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.A demonstrated commitment to values consistent with the Catholic and Vincentian traditions of the University.Oversight of the appropriate use of the university's social / commercial space (community use, event coordination etc.)Other duties asDESCRIPTION :80% Management of campus, as outlined above20% Tasks assigned by Vaughan campus leadership teamREQUIRED KNOWLEDGE, SKILLS AND ABILITIES :Strong verbal and written communicationComputer literate, including Microsoft Office, Google products, Gmail, , and ability to learn new computer software programs.Strong ability to create and manage database and excelExcellent organizational skills and attention toBudget tracking / invoicing / projection experience with desire to enhance budgetingStrong communication skills, ability to work productive with a range of stakeholders, including staff, faculty, external vendors.Ability to perform all essential job functions accurately with minimal directAbility to display sound judgment to ensure timely processing and completion of assigned tasks.Office management skills with the ability to work independently and acceptAbility to be flexible and cordial to all visitors and customers and maintainQUALIFICATION STANDARDS :College Diploma, or equivalent Bachelor's degree preferred.A minimum of four years of experience performing similar office coordinator, administrator or manager tasks is required.Prior work experience in an educational setting isA valid Canadian driver's license may be required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle. #J-18808-Ljbffr