Administrative Assistant, Information and Communications Technology

1 week ago

Ottawa, Canada Algonquin College Full time

Department:
ICT Systems & Networking

Position Type:
Full-Time Support

Salary Range:
$28.78-$33.37-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
January 13, 2025

Length of Contract:
1 Year

Posting Information

Posting Closing Date:
December 19, 2024

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

Job Description:
The incumbent provides a wide range of administrative and secretarial support to the Academic Chairs (2) of the Information and Communications Technology Department, provides secretarial and administrative support to the department Coordinators and Academic Advisors, and coordinates administrative assignments with deadlines.

Duties and Responsibilities:
- Maintains Academic Chair’s calendar. Schedules and recommends appointments / cancellation / postponement when scheduling conflicts arise. Books meeting rooms, arranges meetings with stakeholders / participants, prepares related material for meetings, orders - as required by Academic Chair - refreshments for meetings hosted by department;- Gathers facts and researches individual cases, responds to student complaints and concerns by providing guidance specialized to the individual’s situation prior to a meeting with the Academic Chair;- Prepares a file for Academic Chair’s review prior to any appointment with a student (researching student records as required);- Records and drafts minutes of meetings and committees chaired by the Academic Chair;-
- Administers academic policies and department operating procedures- Prepares, verifies and maintains departmental leave records for all departmental staff in Workday- Maintains administrative paper and electronic filing system for Academic Chair;- Liaises with other College units, as required, in order to assist the Academic Chair in resolving problems;- Assists Academic Chair with staff hiring (correspondence with selection committee members and applicants, preparation of interview schedules, vetting of resumes, etc);- Handles travel arrangements of Academic Chair;

Provides and/or delegates administrative and secretarial support to the Academic Coordinators, Academic Advisors and Support Staff:
- Distributes and ensures prompt return of a variety of student-related documents including: exemptions, plagiarism/academic dishonesty cases, learning contracts, withdrawal, course drop/add requests;- During absence of Academic Coordinators on annual leave, assists Academic Chairs in actioning the above;- Provides support to academic advisors and coordinators for non-standard course registrations; researches student historical transactional information in GeneSIS to solve issues;- Reviews and updates contact information, program progression charts, news and events on as-required basis for both Departmental and School web site;-
- Tracks approved and outstanding course outlines and C.S.I documents in COMMS System as required;- Informs Departmental staff of mandatory staff training and tracks completion.- Assists Student Support Specialist with administration of Key Performance Indicator (KPI) and other surveys to students;- Maintains equipment and office supplies including ordering required repairs of equipment and stationery;- Handles daily interoffice mail;- Maintains administrative paper and electronic departmental filing system.- Maintains memberships for new and expiring program advisory committee members;- Inputs and updates member information in ACMS system. Schedules meetings, invites participants, assists with preparation of agenda, produces minutes, and follows up on action items as required;- Coordinates administrative deadlines;- Coordinates department deadlines, sometimes based on deadlines set by other departments;- Promotes the cooperation of faculty in meeting upcoming deadlines and ensures collection of appropriate data or documents;- Tracks grade input completion and schedules Evaluation & Promotion (E&P) meetings;- Assists with identifying student course loads and registration/timetable adjustments;- Initiates improvements in office procedures and uses optimal methods in all duties.

Required Qualifications:
- Minimum two (2) year diploma or equivalent in Office Administration;- Minimum three (3) relevant work experience, in a client -centered setting, some of which should be in a post-secondary organization;-
- Demonstrated leadership abilities necessary to lead and mentor other departmental administrative staff;- Tact, discretion and the ability to use sound judgment when dealing with sensitive and confidential matters;- Well developed planning, organizational and time management skills;- Ability to work with students having difficulty and to facilitate resolution to their problems;- Knowledge and comprehension of College directives, policies and procedures- Ability to gather information, analyze, evaluate, formulate and recommend appropriate courses of action;- Excellent verbal and written communication skills as well as minute taking/writing skill

  • Real Estate Administrative Assistant

    6 months ago

    Ottawa, Canada Real Estate Administrative Assistant Full time

    **Salary**: $45,000.00-$57,000.00 per year **Benefits**: - Paid time off Flexible Language Requirement: - French not required Schedule: - Monday to Friday Supplemental pay types: - Bonus pay - Overtime pay Ability to commute/relocate: - Ottawa, ON K1Y 0Z7: reliably commute or plan to relocate before starting work (required) **Education**: -...

  • Policy Analyst, Technology

    6 months ago

    Ottawa, Canada Information Technology and Innovation Foundation Full time

    **Policy Analyst, Technology (ITIF-Canada)** The Information Technology and Innovation Foundation (ITIF)—the world’s leading think tank for science and technology policy—seeks a policy analyst to focus on technology and industrial policy issues in Canada. The ideal applicant should not only be an excellent researcher who can quickly produce...

  • Information Technology Support Technician

    6 months ago

    Ottawa, Canada DigiVie Communications Full time

    Are you ready for a new challenge and looking for a company who will invest in and appreciate your talents? Founded in 2008, DigiVie specializes in computers, IP voice communication, and Microsoft-based IT solutions. Supporting clients in National Capital Region. With both remote and on-site services, DigiVie's IT Guardians work with cutting edge technology...

  • Assistant Director, Technology, and Information

    4 months ago

    Ottawa, Canada Public Service Alliance of Canada Full time

    **Branch**: Technology and Information Management Branch **Section**: Information Technology **Employment Type**: Indeterminate **Position Linguistic Designation**: Bilingual (English, French) **Position Global Linguistic Level**: B2 **Job Band**: Band 14 UNIFOR 2025_EXCL **Salary**: $137,213.00 - $154,435.99 + $1,798.58 Bilingual Allowance **Union**:...

  • Information Technology Technician

    4 weeks ago

    Ottawa, Canada DigiVie Communications Full time

    Are You Ready for a Career You’ll Love?Are you seeking a fresh challenge with a company that truly values and invests in your talents? At DigiVie, we’re not just a workplace—we’re a dynamic, privately owned team where you’ll learn a lot, enjoy your job, and be part of something bigger. About UsFounded in 2008, DigiVie specializes in cutting-edge...

  • VP Information Technology

    4 months ago

    Ottawa, Canada Stonewood Group Inc. Full time

    p>Minimum Qualifications:Bachelor of Computer Science degree or equivalent.Solid business background with a minimum of ten (10) years managing business solutions, enterprise back office information systems and large-scale project implementations in an enterprise business systems environment.Solid understanding of business systems including such areas as...

  • Information Technology Manager

    6 months ago

    Ottawa, Canada Alpha Auto Group Full time

    Interested in devel ing or advancing your career with o f the *fastest growing autom - ve dealer groups*? *Alpha Auto Group* is a growing and nationally focused auto d ler group. - are focused on delivering best in class service for ou - alued customers. As our Group continues - grow, we are looking f - highly motivated, enth - astic team players that...

  • Accounting/Billing Administrator

    1 month ago

    Ottawa, Canada Administrative Full time

    For over fifty years, Synergie has stood out from the competition by attracting the most talented individuals. We are looking to meet motivated people who are ready to make a difference by supporting our client partners to meet and exceed their business goals.The Billing Coordinator analyzes and processes billing reports, drafts client bills, and manages...

  • Executive Assistant

    4 months ago

    Ottawa, Canada Hydro Ottawa Full time

    Executive Assistant - Chief Information Technology Officer Division Executive Assistant - Chief Information Technology Officer Division locations: Ottawa, ON time type: Full time posted on: Posted 7 Days Ago job requisition id: R003770 At Hydro Ottawa, we empower the lives of the people in the communities we serve. As the electricity distributor to the...

  • Executive Assistant

    4 months ago

    Ottawa, Canada Hydro Ottawa Full time

    Executive Assistant - Chief Information Technology Officer Division Executive Assistant - Chief Information Technology Officer Division locations: Ottawa, ON time type: Full time posted on: Posted 7 Days Ago job requisition id: R003770 At Hydro Ottawa, we empower the lives of the people in the communities we serve. As the electricity distributor to the...

  • Information Technology Specialist

    6 months ago

    Ottawa, Canada Home and Community Care Support Services Champlain Full time

    **Home and Community Care Support Services Champlain** is one of 14 Home and Community Care Support Services organizations in Ontario. We are dedicated to ensuring our more than 64,000 patients annually receive the highest-quality health care and services at home. Our patient-care coordination teams help develop care plans for people of most ages, focused on...

  • Technology Architect

    3 months ago

    Ottawa, Canada Dls Technology Corporation Full time

    Technology Architect Company: DLS Technology Corporation Office Location: Ottawa, Ontario DLS Technology Corporation is looking for 4 (four) Technology Architects for a long-term contract role. The successful candidate will be required to: Define design, maintain and support operating system deployments with Endpoint management systems;Define design,...

  • Program Specialist, Information Quality

    7 months ago

    Ottawa, Canada Canadian Institute for Health Information Full time

    **Category** - Data Analysis **City** - Ottawa, Toronto, Ontario, Canada - Program Specialist, Information Quality - Who we are - We are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our...

  • Svp Information Technology

    6 months ago

    Ottawa, Canada ORBCOMM Full time

    **A little bit about the role**: ORBCOMM is seeking an **SVP Information Technology/Information Systems** that will report to the CFO. This is a brand-new role and a unique leadership opportunity. The SVP will work with individual teams to ensure all systems can scale efficiently and at a pace that matches the increasing demands of the growing business. They...

  • Administrative Assistant

    6 months ago

    Ottawa, Canada Thales Canada Inc., Defence and Security Full time

    Location: Ottawa 1 Chrysalis, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's...

  • Product Manager, Information Technology

    4 weeks ago

    Ottawa, Canada University of Ottawa Full time

    **Job Type**: Employee **Duration in Months** **(for fixed-term jobs): 12 **Job Family**: Application Development **# of Open Positions**: 1 **Faculty/Service - Department**: Learning Technologies **Campus**: Main Campus **Union Affiliation**: UOITP **Date Posted**: November 21, 2024 **Applications must be received **BEFORE**: December 02,...

  • Project Manager

    3 months ago

    Ottawa, Canada Colliers Project Leaders Full time

    Overview: At Colliers Project Leaders, we deliver capital project solutions to fulfill our clients’ needs across the built environment. The work we do makes a difference in communities and for the people who live there. We have a passion for it. Our commitment to realizing our clients' vision inspires us to look beyond the immediate - to the...

  • Information Technology Analyst

    2 months ago

    Ottawa, Canada National Research Council Canada Full time

    **Priority will be given to the following designated employment equity groups**: women, Indigenous peoples* (First Nations, Inuit and Métis), persons with disabilities and racialized persons*. - The _Employment Equity Act_, which is under review, uses the terminology Aboriginal peoples and visible minorities. **City**: Within a National Research Council...

  • Director, Information Technology

    2 months ago

    Ottawa, Canada March Networks Full time

    The Director Information Technology will provide leadership, technology vision and program management guidance in order to establish a fully integrated, end to end business automation IT Architecture. This will require assessing the current capabilities of the March Networks IT landscape and ensuring its evolution in all aspects of IT: Business Applications,...

  • Director, Information Technology

    7 months ago

    Ottawa, Canada March Networks Full time

    Scope of PositionThe Director Information Technology will provide leadership, technology vision and program management guidance in order to establish a fully integrated, end to end business automation IT Architecture. This will require assessing the current capabilities of the March Networks IT landscape and ensuring its evolution in all aspects of IT:...