Administrative Assistant, External Community

1 month ago


Brampton, Canada Algoma University Full time

_**Job Title: Administrative Assistant, External Community Relations and Engagement**_
- Staff Unit_
- **Position Status**:_Full-time (35 hours/week)_
- OSSTF_
- **Department**:_External Community Relations and Engagement_
- **Supervision Received**:_Director, External Community Relations and Engagement_
- **Supervision Exercised**:_Student Assistants_
- **Location**:_Brampton, ON_

**PRIMARY FUNCTIONS**:
A. Administrative Support 50%
B. Event Facilitation and Project Support Assistance 40%
C. Other Duties 10%
**TOTAL 100%**

Reporting to the Director, External Community Relations and Engagement, within a fast-paced, dynamic environment, the Administrative Assistant is responsible for ensuring the smooth operation and confidentiality of the department, with a focus on service excellence in support of strategic external community and government relations activities initiated by the department.

This position requires initiative, professionalism, attention to detail, discretion, and problem-solving skills to ensure excellence in customer/student services and administrative duties.

**RESPONSIBILITIES**:
**Administrative Support (50%)**
- Perform a variety of administrative support tasks to aid day-to-day operations and overall efficiency of all aspects of the department, including developing and maintaining filing systems.
- Prepare drafts and format correspondence and other documents, as requested.
- Check and distribute department mail; coordinate packages to courier.
- Schedule and coordinate meetings and/or conferences, and attend/participate in meetings, as requested (e.g. preparing and distributing meeting packages and agendas, minute taking, ordering catering, room bookings, facilitating IT/AV equipment setup, honorariums, and mailings).
- Keep accurate, up-to-date and organized electronic files to ensure accessibility, for internal and external meetings, appointments, projects, workshops, and conferences.
- Process invoices, expense reimbursements, and purchase orders, as required.
- Complete printing, photocopying, distribution of materials, and collection of related material.

**Event Facilitation and Project Support Assistance (40%)**
- Liaise between all campuses to assist with inquiries, issues, and University policies and procedures related to department functions.
- Connect with internal partners to assist with the promotion of external/government relations-related events and activities.
- Generate reports and statistical information, as required.
- Collect and amalgamate information and maintain a database of external and government relations contacts (Federal, Provincial, Municipal politicians and staff, community groups, etc.) and other records on customized databases.

**Other Duties (10%)**
- General logístical assistance within the Department of External Community Relations and Engagement.
- Other duties, as assigned.

**WORKING CONDITIONS**:
**Physical Effort **_Minimal_
- Sitting (extended periods), walking (mínimal), lifting (15 lbs), keyboarding (considerable time).

**Physical Environment **_Minimal_
- Minimal exposure to noise, and odours
- Some exposure to unpleasant/disagreeable conditions related to interaction with members of the public

**Sensory Attention **_Moderate_
- Frequent disruptions and daily front-line assistance with an “open-door” workspace
- Frequent need to back-track to resume activities
- High need for precise work

**Mental Stress **_Moderate_
- Frequent interruptions, occasionally engaging with disagreeable clients/members of the public
- Occasional disruption to work-life balance to support/attend evening/weekend events

**MINIMUM QUALIFICATIONS**
- College Diploma in Business, Office Administration, or a related field, and a minimum of one (1) year of experience in an administrative role, or an equivalent combination of education and experience, is required.
- Ability to balance competing priorities, and ensure work is completed in a timely and efficient manner.
- Strong communication skills, both written and verbal.
- Excellent interpersonal skills.
- Demonstrated problem solving and organizational skills.
- Ability to work independently, set priorities, identify contentious issues, exercise good judgment, use discretion and ensure appropriate action is taken when required.
- Understanding of, and ability to uphold, confidentiality.
- Excellent use of technology for collaboration.

**Salary Scale: $45,018 to $56,272 annually**

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.

**Salary**: $45,018.00-$56,272.00 per year

**Benefits**:

- Extended health care
- On-site parking
- RRSP match

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2023-08-24



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