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Part-time Administrative Assistant to The Director

3 months ago

Ottawa, Canada Algonquin College Full time

Department:
Director Indigenous Initiatives

Position Type:
Part-Time Support

Salary Range:
$27.87-$32.29-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
November 04, 2024

Length of Contract:
n/a

Posting Information

Posting Closing Date:
October 23, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:
Reporting to the Director, Indigenous Initiatives, the Administrative Assistant to the Director is the primary contact for inquiries related to indigenous initiatives and is accountable for contributing to the effectiveness of the operations of the office.

The incumbent provides a wide range of administrative, communications and clerical support, and is also responsible for providing project management and financial operations support to the Director. This position is responsible for planning and carrying out administrative activities including preparing correspondence, memos, minutes, and reports frequently of a confidential, strategic and/or specialized nature and must be able to multitask a variety of activities. The incumbent is responsible to manage the Director’s calendar, including coordinating/scheduling meetings with both internal and external stakeholders, and is also responsible for coordinating and assisting with the delivery of numerous departmental events annually. Writing and/or drafting technical communications in support of reports, proposals and daily communiqués is an integral part of the Administrative Assistant to the Director’s duties. The incumbent also assists in the coordination of special projects and events. The incumbent must be aware of the overall objectives, plans and activities of the Mamidosewin Centre. The incumbent has a strong proficiency in tools used for common office administration tasks, such as electronic file management, database management and word processing.

The incumbent must be able to provide accessible, friendly, and efficient customer service, and is the overall first contact for all inquiries directed to the Director’s Office, often relating to highly sensitive and confidential issues and materials. The incumbent facilitates the interaction between the College employees seeking input and advice on indigenous initiatives, while practicing the College’s core values: Caring, Learning, Integrity, and Respect. The incumbent provides client service in an accessible, friendly, and efficient manner. The incumbent will develop total familiarity with the Department and is able to dialogue effectively with personnel at all levels.

All duties will be performed in a manner that is reflective and respective of a broad range of First Nations, Metis and Inuit peoples in Canada, and the incumbent must be comfortable in relating with indigenous community leaders who will be connecting with the Director of Indigenous Initiatives. The incumbent must have background knowledge of indigenous ways of knowing and/or experience with First Nations, Metis and Inuit cultures.

Duties & Responsibilities:
- Provides administrative support ensuring efficient and effective functioning of the Director’s Office by establishing and maintaining all required office procedures including but not limited to records management, scheduling, and meeting logistics, ordering office supplies, etc. ;- Organizes, coordinates, participates, and records Minutes, and provides administrative support for all office and committee related activities;- All aspects of maintaining the Director’s calendar;- Drafts, edits, and proofreads documents, proposals, and reports;- Is the first point of contact for the Director’s Office and responds to all inquiries in a professional and efficient manner;- Supports special projects and assists with coordination of special events both on and off campus in support of the Director;- Other duties as assigned by the Director.

Required Qualifications:
- Minimum two (2) year diploma in Office Administration;- Minimum three (3) years experience in;- Background knowledge of indigenous ways of knowing and/or experience with First Nations, Metis and Inuit cultures;- Highly developed interpersonal skills, tact, and courtesy;- Ability to draft memorandums and edit existing documentation;- Ability to work effectively under pressure with numerous interruptions;- Ability to multitask and identify priorities in order to meet deadlines;- Work independently and with limited supervision;- Ability to communicate effectively both in written and oral;- Ability to work effectively in a busy environment where students and their concerns are priority;- Work in a collaborative environment.
- This position is paid at Payband E - Comparator
- Vacancy is for P20825

Anticipated Schedule:
Monday - Thursday: 6 hours per day
- This position is eligible for hybrid work in conjunction with the College's _Flexible Work Arrangement_ Policy_.