Administrative Assistant to The Dean, Cpls

2 months ago

Toronto, Canada George Brown College Full time

**CLOSING DATE**:September 20, 2024

**Land**_ _**Acknowledgement**
- George Brown College is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other._

**Equity Statement**_ _**

**GBC Vision**
- To be _a college renowned for its inclusion, excellence, relevance, impact, and leadership._ _

**Key Responsibilities**:

- Manages activities to ensure the efficient day-to-day operation of the Dean’s office by providing executive administrative support and general management of the office (in-person and virtual); Acts as a first contact for the Dean in answering inquiries, resolving complaints and issues if necessary and informing students and staff of the College policies and procedures.
- Organizes large meetings and events, including coordinating video conferencing, contracting ASL interpreters, managing invitation lists, and creating preliminary agendas and presentation outlines. Coordinates video recordings and follow up to participants as required.
- Manages correspondence and supports the development of reports, presentations, proposals, and business plans, including providing support to Associate Deans in the division.
- Researches and compiles information on student/staff issues and produces synopsis/summary of data for escalation to the Dean; Assesses problems or complaints that arise in the Dean’s absence, determine their immediacy and/or potential risk and then initiate a course of action.
- Coordinates, creates, maintains and verifies accuracy of systems such as files and databases of graduating students, committees, staff, program advisory committees, and external contact lists.
- Act as senior student service representative to students, prospective students, staff and general public; assists Student Services Staff in all CPLS academic Schools.
- Provides project coordination and senior level support to the Dean including maintenance of information and involvement in projects of a confidential nature, throughout the academic and operational cycles i.e. generating internal reports for distribution to other areas of the college, tracking reporting deadlines for irregular funding and projects and maintaining timelines/ deadlines for all ongoing projects.
- Coordinates work with Marketing and Communications department, ensuring deadlines are met and regular meetings are supported.
- Liaises with the President’s Office for approval of MOUs and other agreements, board presentations, Senior Management Committee.
- Provides administrative support for annual business planning and finances such as processing monthly expense claims, invoices and membership fees.
- Coordination of annual Student Awards, monthly divisional meetings, convocation, management meetings, business planning retreats and other events.
- Coordinates student bursaries and awards program, collaborating with Foundation and RO as needed.
- Ensures accurate tracking of vacation/sick time of Management team and monthly timesheet approval.
- Provides Dean with assistance to ensure technology for effective office and home office is in place; trouble-shooting assistance and equipment ordering assistance provided where needed.
- Coordinates all the Dean’s travel arrangements - flight and hotel reservations, conference registrations, telephone, pre-departure travel approval forms and expense reports upon return; Plans necessary arrangements and logistics, including booking rooms, teleconferences, WIFI, arrangements, catering, equipment requirements and booking interpreters.
- Provides reports and presentations.
- Other duties as assigned.

**Educational and Experience Requirements**:

- Three-year diploma or degree in Business Administration or Office Administration or equivalent combination of related training and work experience.
- Minimum five (5) years’ work experience in a senior administrative role providing high-level assistance to a senior manager and working in a dynamic office environment, preferably with significant diversity in customer/student service relations.
- Experience managing schedules, calendars and confidential information. Strong skills in project coordination and planning.
- Experience interfacing/liaising with various levels of government, college and community partners.

**Skills and Attributes:
- Strengths in being resourceful and taking initiative.
- Maturity and strong emotional regulation with ability to maintain confidentiality of information, to exercise tact and diplomacy, and exhibit good judgement.
- Effective ability to interact with others and deal with situations in ways that respect diverse backgrounds, experience and styles.
- Effective problem-solving and conflict resolution skills; ability to give and take feedback.
- Positive, solution-focused orientation to work, with skills in collaboration and t

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