Administrative Assistant

1 week ago

Whitby, Canada Durham College Full time

**About Durham College**:
Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs - including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full
- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

**DUTIES AND RESPONSIBILITIES**:
The incumbent provides administrative support to the Director, management team, clients, and staff of Corporate Training Services.

The incumbent will play a role in the administration of financial and department HR elements including the preparation of reports on key department metrics. This role is critical to the overall function of each business unit within the Corporate Training Services department. The incumbent will liaise with core service departments of Durham College including Academic Office, Presidents Office, HR, finance, payroll and purchasing.

The incumbent will provide administrative support to the Director of CTS, assisting with projects and requests, proofreading documents, preparing confidential reports/correspondence, schedule and calendar management for the Director, and support special projects in an administrative capacity. The incumbent will undertake activities in support of strategic and operational goals; manage relationships and liaison across the college and is responsible for the daily office operations of CTS. The incumbent will be proactive, anticipating the needs of and taking action to support CTS based on sound judgement and experience.

Duties and responsibilities include, but are not limited to:
**Finance**:

- Prepare invoices for select CTS clientele (liaise with accounting for electronic invoicing)
- Ensure accurate account coding of select invoices for approval by project owners
- Assists Director with preparation of capital and operating budget.
- Track all invoices submitted for payment and liaise with DC accounting to verify correct account entry
- Prepare reports from the DC fast system to aid in financial projections and account audits
- Reconcile select department master card payments and submit report to accounting
- Process select expense reports for full and part time staff a ensuring compliance with college policies
- Initiate select purchase requisitions and follow-up on approvals
- Input and obtain various reports and purchase requisitions using the Banner system.

**Contract Administration**:

- Generate select department contracts in partnership with the business lead
- Collect select signatures on contracts (client and internal DC)
- Initiate the contract administration process and liaise with Insurance and Risk on all requirements (CARAF)
- Maintain a contracts database and supply DC records management with required back up versions

**Department Human Resources**:

- Maintain CTS employee contact lists
- Record and communicate vacation allotments and status
- Supply new CTS staff with new hire training package (i.e. health and safety, orientation information, banner ID, passwords etc.)
- Order IT equipment for new hires
- Liaise with HR on select job postings and department recruitment
- Liaise with HR on select the development of part time contracts
- Liaise with HRIS on employee files regarding vacation entitlement, tracking adjustments, amendments to employee file in Banner

**Executive Assistance**:

- Some schedule and calendar management for the Director
- Provides confidential administrative support related to sensitive issues; such as challenges related to processes/procedures, wage analysis, program performance, and budget analysis.
- Investigates discrepancies which may impact the business in consultation with the Director, and implements improvements or operational changes as they relate to departmental or organizational issues
- Provide support to the management team
- Prepare agendas and record meeting notes for a variety departmental meetings.
- Provide support for cross-

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