Administrative Assistant

5 months ago

Oshawa, Canada Durham College Full time

**About Durham College**:
Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.
The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.
With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.
Serving the Durham Region community for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs - including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full
- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

The Administrative Assistant supports administrative team members in the Office of Research Services, Innovation and Entrepreneurship (ORSIE) and specifically the Dean in their role and execution of their goals and objectives. The incumbent will maintain knowledge of institutional policies and procedures; business and strategic goals; campus activities and issues. The incumbent maintains a network of contacts on campus to assist in obtaining information or seek services; will have a strong attention to detail; have exceptional organizational and interpersonal skills; have the ability to be flexible and balance competing priorities; handle confidential and sensitive issues exercising good judgement in decision making.

**DUTIES AND RESPONSIBILITIES**:
**Administrative Support to Dean**:

- The incumbent provides administrative support to the Dean, Office of Research Services, Innovation and Entrepreneurship ensuring efficient administrative processes.
- Manages the dean’s calendar, ensuring that priorities are met and scheduling conflicts are avoided, utilizing flexibility and tact.

Organizes the dean’s filing system in accordance with records management standards
- Supports the dean to ensure that in-office meetings begin and end on time, ensuring efficient use of time
- Ensures that priority messages are relayed and acted upon as necessary
- Prepares the dean’s meeting documents for the week ahead
- Provides confidential administrative support related to sensitive issues.

***General Administrative Duties**:

- As ICE content coordinator, responsible for uploading multiple documents to ICE for the ORSIE team, creating announcements and calendar events, maintaining current content, and archiving expired reports
- As part of the larger team effort for the Institutional Research team, proofreads various reports, and cross-references to original documents for verification and editing as necessary, PDFs the reports, and uploads reports to ICE as necessary
- Maintains the confidentiality of all personal information (student and employee) contained within relevant datasets in various reports, surveys, and financial information
- Responsible for meeting and travel arrangements: (1) arranges meeting times and books rooms for team meetings and multiple other meetings for the management team and employees, related working groups, standing committees, and steering committees; (2) tracks invitees’ availability and re-schedules meetings as necessary; (3) makes arrangements for parking passes and sends directions to external guests; (4) arranges catering and media services as needed; (5) arranges flights/train tickets, car rentals, hotels, conference bookings, shuttles, and insurance for team members attending conferences or other meetings.
- Prepare agendas and record meeting notes for a variety committees and team meetings including the research coordinator meeting, student data governance committee, full team meeting, institutional research team meeting, applied research team meeting, experiential learning team meeting, various ad hoc project teams, and other committees that may be formed; responsible for taking minutes; sharing agendas, minutes and other documents related to the committee work.
- Assist experiential learning team’s employer hiring by maintaining co-op job postings on the Hired Portal.
- Reserve meeting rooms and send meeting invitations
- Maintain meeting documents and update information on the appropriate portals
- Maintain the ICE employee directory and Outlook contact information for ORSIE team members
- Ensure colleagues have the supplies and equipment they require is in working order

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