Administrative Assistant, Centre for Learning

5 days ago

Toronto, Canada OCAD University Full time

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which _we live, work and create._

**_ Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service. _**

**Position Summary**:
Reporting to the Director, Teaching and Learning and taking direction from the centre leadership team, the Administrative Assistant provides frontline reception and administrative support for the Centre for Learning & Teaching (CLT). The Administrative Assistant works on campus and is responsible for maintaining a welcoming and accessible space in person and online, and serves as the first point of contact for all Centre inquiries. The incumbent works with the Centre leadership team to create and maintain systems to facilitate the efficient and effective day-to-day operations of the Centre and provides administrative support to the Director and leadership team. This position is required to work on campus from Monday to Friday.

**Summary of Responsibilities**:

- Welcome students, faculty and other visitors to the Centre, booking appointments and providing information about Centre programs, services and resources; triage urgent inquiries and provide timely and accurate referral information to other campus resources as required
- Maintain a welcoming, well-organized reception area and monitor and maintain all other common spaces, including replenishing handouts, resources and promotional materials, updating blackboards and displays, preparing and posting signage, and maintaining supplies, technology and equipment; ensure that all common spaces are clean, well-equipped and ready for use
- Liaise with and build sustained relationships with the Faculty offices and other units across the University to promote collaboration and strengthen inter-departmental communication and referrals
- Maintain the Centre’s events calendar and booking systems across portfolio areas, including the tutoring program booking system; monitor daily appointment bookings, troubleshooting and referring complex booking requests to the relevant Coordinator
- Monitor daily tutoring (and other related) appointments, liaising with the Coordinator, Student Programs to assess service levels and implement daily waitlists; schedule tutoring appointments requiring specialized booking procedures, including 1:1 academic integrity consultations, accommodated tutoring appointments and other referrals
- In consultation with the Centre leadership team, create, maintain and communicate office-wide systems to ensure the smooth, effective functioning of centre activities and programs (e.g., individual and shared technology, purchasing, filing, etc.)
- Perform clerical duties such as processing mail, photocopying and printing, booking rooms, coordinating work orders, ordering office supplies, maintaining centre memberships and coordinating monthly attendance
- Coordinate centre-wide meetings and events (e.g., training, special events, celebrations), collaborating with other staff as required; schedule and provide day-to-day set up and logístical support for student and faculty programming and events across portfolio areas
- Coordinate the Centre’s presence (e.g., tabling) at special events on and off campus, representing the Centre as required
- Perform routine updates and maintain current and accurate information about the Centre and programming across communication channels, including the Centre websites, social media and other digital platforms
- Assist the leadership team with Centre-wide budget tracking; coordinate the processing and tracking of invoices, expense reimbursements, purchasing card statements, and other related budget items, liaising with Finance as required
- Provide occasional guidance to Student Monitors to support program delivery and promotion
- Provide administrative support to the Director, including such duties as scheduling meetings, P-card reconciliation, drafting routine communications and preparing meeting materials
- Coordinate the onboarding of new staff and provide office orientation and general onboarding support
- Schedule and administer student placement tests, liaising with Admissions & Recruitment as required
- Participate in reflective practice and professional learning activities, individually and in teams, to integrate equity and sustainability principles across relevant programs, processes and practices
- In consultation with the Managers, work with relevant Coordinators to ensure coverage of frontline reception and other communication channels during absences
- Assist the Director and Managers in other related duties contributing to the successful operation of the Centre for Learning & Teaching

**Qualifications**:

- Post-secondary degree, with a minimum

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