Administrative Assistant, School of Business

4 weeks ago

Kitchener, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Administrative Assistant, School of Business - Dean’s Office (Contract)**:

- **Requisition #**:24-0530**:

- **Location**: Doon
- **Department**: School of Business
- **Payband**: F
- **Starting Rate**: $30.00
- **Payband Range**: $30.00 - $34.77
- **Hours/Week**: 37.5
- **Posting Date**: Friday, May 31, 2024
- **Closing Date**: Sunday, June 9, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Contract Position (Immediate - August 16th, 2024)

The Administrative Assistant (Dean’s Office) provides comprehensive administrative support using tact and diplomacy to ensure the efficient operation of the Dean’s Office and coordinates communication flow between Chairs, Coordinators, divisional faculty, and internal and external contacts regarding administrative details of the Dean’s portfolio. The incumbent organizes daily activities for the Dean including scheduling appointments, organizing meetings, preparing written communication and reports, analyzing data and following up on action items and commitments to ensure the smooth operation of the office.

**Responsibilities**:

- Maintaining appointment calendar for the Dean
- Ensuring communications and paper flows are handled in an efficient manner
- Compiling and preparing agendas; gathering appropriate documentation for meetings attended by the Dean
- Recording and transcribing minutes of meetings
- Assisting the Dean with the day-to-day operations of the office which includes incoming and outgoing correspondence
- Monitoring, responding, and initiating action items and commitments
- Composing routine correspondence; maintaining and monitoring a bring-forward system
- Assisting with human resources-related activities (i.e., payroll distribution duties, setting up performance review meetings, communicating onboarding information with new administrative and support staff)
- Ensuring effective communication (i.e., responding to enquiries on policies and procedures; compiling newsletters and communiques; and distributing school wide announcements, memos, and information)
- Inputting purchase requisitions and cheque requests and allocating credit card charges
- Ensuring accurate full-time (administrative/support/faculty) salary distributions
- Reconciling departmental budgets within the Dean’s portfolio at the direction of the Dean
- Analysing and interpreting data relating to projects initiated by the Dean, including monitoring and reporting on project progress as required

**Qualifications**:

- Two-year diploma in Office Administration, Health Office Administration, Business, Education, Sciences, Social Sciences or Art/Humanities is required
- Minimum three years of relevant experience providing administrative support to management in an office environment is required
- Experience in post-secondary environments is preferred
- Highly organized; ability to multi-task and meet multiple deadlines
- Flexibility and adaptability to accommodate changing priorities
- Ability to communicate effectively and respond appropriately to students, faculty, internal and external clients
- Note taking/transcription skills required for meetings and minutes
- Various Microsoft programs skills required (i.e., Excel, Word, Visio, etc.)
- Analytical skills required for budgets and reports
- Ability to work as part of a team as well as independently with limited supervision and for more than one supervisor
- Ability to use tact and diplomacy to achieve objectives while maintaining confidentiality

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