Operations Coordinator and Administrative Assistant

2 weeks ago

Toronto, Canada George Brown College Full time

**CLOSING**:May 12, 2023

**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**:

- Coordinates day to day operations, develops and implements effective administrative procedures for the seventeen departments in the Office of the Registrar/ Registrar’s Office (RO).
- Researches and provides recommendations on matters related to the operation of the RO (e.g., cost of goods/services, best practices, student issues, etc.).
- Serves as the primary contact for providing information to the RO from other areas of the college.
- Administers the day-to-day financial activities for 17+ budget areas (departments and strategic initiatives) in the RO and advises the management team on financial matters.
- Tracks and monitors revenue and expenditures and reconciles monthly financial position for all departments.Verifies invoices for payment and initiates the necessary documentation to support any budget adjustments (e.g., departmental transfers).
- Tracks and monitors Strategic Initiative and Special Project budgets within the RO and provides financial reports to the Registrar and Provost Division.
- Initiates, plans, and manages the activities and timelines for 10+ convocation ceremonies.
- Selects vendors, arranges, and confirms the contracts for external services/suppliers required to support Convocation (including the venue and caterer, stage band, stage decoration, production of the program, delivery of gowns including Faculty and Staff hoods, production team for filming and live streaming, and speech editor).
- Coordinates the identification of speakers and award winners with each Academic Division and the President’s Office, and orders awards.
- Compiles information from multiple reporting sources and prepares customized reports for other areas of the college, taking into account the information requested, the context and the audience.
- Tracks all department staffing and ensures policies and procedures are followed with respect to Human Resources and the Support Staff Collective Agreement.
- Supports RO managers with preparation of HR and Payroll documents such as PPAFs and Complement Requests.
- Other duties as assigned.

**Educational and Experience Requirements**:

- Three-year diploma or degree from a recognized post-secondary institution Business Administration, Office Management (Administration).
- A certificate in Event Planning/Management, Project Management or Special Events operation that includes Event Financial management - approximately 250 hours.
- Minimum of five years or more of demonstrated progressive experience that includes the following:

- Experience in an operational/administrative support role for a large department is required.
- Experience maintaining financial records for multiple departments and experience planning and developing annual budgets is required.
- Experience coordinating large multi-faceted events is required.
- Demonstrated communication and customer service skills: experience creating reports and presentations in multiple formats.
- Demonstrated knowledge and understanding of postsecondary academic processes, practices, and enrolment.

**Skills and Attributes**:

- Solid decision-making, analytical, project planning, and time management skills; detail oriented.
- Excellent interpersonal and problem-solving skills; high level of tact and diplomacy.
- Demonstrated ability to work both independently and collaboratively with a range of stakeholders.
- Demonstrated commitment to uphold the College’s priorities on diversity and equity.
- Ability to lift over 20 kg or 44 lbs (i.e., boxes, stanchions, podium, tables, signage, office supplies, etc.).
- Able to travel to other campuses to attend meetings.

**Interview process may consist of a practical skills component.**

**Notes**:

- The College requires proof of degrees, credentials or equivalencies from accredited regional or federal post-secondary institutions and/or their international equivalents. Credentials may require validation at the time of interviews or offer.

**About Us**:
**George Brown College** prides itself on educating students through real-world learning, in the heart of Toronto. Our faculty and employees make this vision a reality, and we support them by making George Brown a **great place to work**. See why we are consistently ranked as one of **GTA’s top employers**.

**Why work here?**

George Brown College offers hybrid work opportunities, a competitive pension plan, generous holiday and vacation time, a tuition assistance program, discounted rates for employees taking Continuing

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