Administrative Assistant

2 days ago

Whitby, Canada Durham College Full time

**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 key 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 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 all CTS clientele (liaise with accounting for electronic invoicing).
- Act as a proxy for the approval of web time entry.
- Ensure accurate account coding of all 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 all department master card payments and submit report to accounting.
- Process expense reports for full and part time staff across all lines of business ensuring compliance with college policies.
- Initiate purchase requisitions and follow-up on approvals.
- Attend Budget meetings with Finance.
- Input and obtain various reports and purchase requisitions using the Banner system.

**Contract Administration**:

- Generate all department contracts in partnership with the business lead.
- Collect all 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 job postings and department recruitment.
- Liaise with HR on the development of part time contracts.
- Attend regular meetings with HR.
- Liaise with HR on employment contract generation, specifications, and amendments.
- Liaise with HRIS on employee files regarding vacation entitlement, tracking adjustments, amendments to employee file in Banner.

**Executive Assistance**:

- 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-institutional councils, committees and taskforces including scheduling, meeting logistics, and minute taking.

**Special Project Administration**:

- Assist in the coordination of special projects, while providing guidance and support.
- Set up tracking and monitoring systems for various projects’ financial documentation and HR files.
- Maintain financial data to support financial compliance for special projects (including submission of MasterCard, Expense reports or invoicing and confirmation of reports through FAST).
- Support temporary employees assigned to special projects regarding compliance to Durham College’s policies and procedures.
- Prepare and track invoices throughout project duration and upon project completion.

**Communications and Social Media**:

- Participate in management meetings to plan marketing campaigns for all lines of CTS business.
- Support management team in the writing, scheduling, and delivery of social media messages via LinkedIn, Facebook, and Twitter.
- Actively manage CTS social media accounts.
- Liaison with Communications and Marketing and attend relevant training session for social media ambassadors.
- Participate in me

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