Part-time Administrative Assistant, Academic

2 months ago

Ottawa, Canada Algonquin College Full time

Department:
Academic Integrity Office

Position Type:
Full-Time Support

Salary Range:
$31.05-$35.99-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
November 04, 2024

Length of Contract:
10 Months

Posting Information

Posting Closing Date:
October 8, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:
The Administrative Assistant provides administrative and communications support, and management of office activities for the Academic Integrity Office (AIO).

Liaises with departmental Chairs, Academic Managers, Budget Officers, Faculty Level Marketing Officer, Student Success Specialists, Library, International Education Centre (IEC) and Centre for Accessible Learning (CAL) on behalf of the Academic Integrity Office administration team.

Proactively manages work cycles and anticipates the needs of the AIO administration team and the Office on a continual basis.

Works seamlessly and collaborates with faculty and staff of Algonquin College.

Duties and Responsibilities:
Administers and manages the activities of the Academic Integrity Office by:
- Updating and maintaining the AIO Administration team calendars;- Communicating with the AIO team to develop and implement effective administrative procedures to ensure the activities of the Academic Integrity Office are operating effectively;- Independently resolving issues and actions items on behalf of the AIO administration team;- Addressing and resolving issues to the faculty and other support staff;- Acting as initial point of contact to the Academic Integrity Office for internal and external inquiries;- Independently ensuring that students, faculty and staff provide the necessary feedback to the AIO Administration team in a timely manner through various communication methods;-
- Gathering input from departments to prepare reports;- Ensuring compliance with college policies and directives are being followed in the operations of the Academic Integrity Office;- Being pro-active in managing the work cycles, and adapting to changing priorities;- Protecting the integrity of the Academic Integrity Office by maintaining the confidentiality of all sensitive issues related to external initiatives, faculty members, support staff and/or students;- Providing guidance and direction as required to support staff in the Faculty to ensure that their concerns are addressed;- Coordination, maintenance support of academic integrity incident tracking system data including validation of prior offences, centralization and data entry of historical student records;- Prepares data summaries and reports for Academic Integrity Office;- Best practices research and resource development support.

Meeting and Committee Support:
- For all meetings and committees that the AIO Academic team (or assigns a designate), the incumbent schedules the meetings, invites participants, takes meeting notes and records decisions, authors minutes, assists in the preparation of agendas, informs members of upcoming matters regarding the meetings, orders refreshments as required consistent with broader public service and college policies, and follows college policies appropriate for the conduct of the meeting or committee.- For all meetings and committees for which the AIO administration team are members, the incumbent ensures such meetings appear on the AIO administration teams’ calendars (along with all meeting details as calendar notes), ensures the AIO administration team have all the relevant material well in advance of the meetings, as well as any special instructions regarding meeting location, travel arrangements (for external meetings), other participants, etc.

Handles student-related issues brought to the attention of the Academic Integrity Office by:
- Inquiring what steps have been taken to address the matter at the faculty and departmental levels;- Referring the matter, if appropriate, to the department Chair if that step has been inadvertently omitted, or to any other college unit that is more appropriate for handling the student’s matter;- If appropriate for the AIO administration team to address, gather details surrounding the matter (e.g. academic record of the student(s), follow up with faculty, Chair and others involved for necessary documentation to support investigation of the matter brought forward);- Setting up meetings and invite all the required participants;- Taking notes of the proceedings, as required, distributing the minutes and following up on any action items for the Academic Integrity Office.

Required Qualifications:
- Minimum two (2) year diploma in Office Administration - Executive Assistant or equivalent;- Minimum of five (5) years of relevant administrative assistant experience; three (3) years of which should be at an executive level.- Must demonstrate having worked progressively independently in responsible positions, some of which should be at a post-secondary organization, and demonstrated the following requi

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