Department Assistant

2 weeks ago

Scarborough, Canada Centennial College Full time

Job Number:
- J0723-1686- Job Title:
- Department Assistant- Job Type:
- Permanent FT Support- Bargaining Unit:
- FT Support- School/Department:
- Academic- Campus/Location:
- Morningside- Pay Range:
- $30.87 - $35.77/Hour- Pay Band:
- Support G- Hours/Week:
- 35- Shift Schedule:
- Monday Friday, 8:30am 4:30pm- Date Posted:
- July 26, 2023- Closing Date:
- August 11, 2023Diversity, equity and inclusion are fundamental to our mission to educate students. We are committed to education that places strong emphasis on global citizenship, social justice and equity. We live this through the strength and richness that diversity brings to our workforce and welcome contributors from equity groups including: Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

**Position Summary**
Reporting to the Manager of School Operations for the School of Community and Health Studies, the incumbent is responsible for the administration of a department portfolio of programs. The incumbent provides administrative support to the Academic Chair/Manager and handles the day to day operations of the portfolio. This is achieved through providing service and support to existing and potential students, alumni and faculty and their related program needs.

**Responsibilities**
- Provide information on full-time programs, courses, college/school support services, academic policies and procedures, relevant College policies and procedures to all relevant stakeholders;
- Respond to student inquiries, student needs, student concerns/complaints in a respectful customer-sensitive and appropriate manner, while following policy, process and procedure;
- Communicates policies, procedures and information including teaching assignments, WHMIS and new performance guidelines to faculty.
- Prepares accurate salary calculations and contracts, communicates as required, ensures college identification, IT and phone access and provides instruction on procedures required for teaching & learning;
- Applies college/school’s procedures, review bi-annual calendar needs, assists in marketing initiatives, communicates college/school procedures and deadlines and coordinates department submissions;
- Undertakes the coordination of the department’s academic scheduling process in collaboration with the Academic Chair/Manager, Program Coordinators and Enrolment Services, updating academic systems as needed;
- Responsibility for maintenance and editing of the web presence for all programs within department area using the Content Management System;
- Responsible for updating excel spreadsheets containing all current part time/sessional/partial load faculty information, course offerings, program information and other electronic and hard-copy filing systems as necessary;
- Preparation of the process and documents required for program approval and accreditation including updating and maintaining the course outline and model route database;
- Assists Academic Chair/Manager and coordinates arrangements and documentation of Program Advisory Committee meetings and membership;
- Ensures that department and College communication tools and publications (such as Full Time Calendar), and Program databases are updated to meet deadlines;
- Assists in coordinating College recruitment activities with Office of Recruitment and Program Coordinator and or Academic Chair/Manager;
- Organizes and initiate AIS reports to meet program information needs for the SCHS.
- Other administrative duties as required.

**Qualifications/Experience**
- Minimum two (2) year diploma or equivalent in a related field (e.g. office / business administration);
- Minimum five (5) years related practical experience providing administrative support within an office setting. Experience within a post-secondary educational institution is an asset;
- Demonstrated student-centered approach with a high degree of sensitivity towards diversity, equity and inclusion;
- Strong analytical skills with the ability to gather, analyze and evaluate data using relevant software and database tools;
- Experience with a post-secondary system with broad knowledge of academic programs, policies, procedures and student resources preferred;
- Demonstrated adaptabilit

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