Part-time Administrative Assistant, Academic

1 month ago

Ottawa, Canada Algonquin College Full time

Department:
Academic Integrity Office

Position Type:
Part-Time Support

Salary Range:
$22.28-$25.78-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
December 09, 2024

Length of Contract:
N/A

Posting Information

Posting Closing Date:
November 20, 2024

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

Job Description:
Working as a member of the Academic Integrity Office team, the incumbent is accountable for contributing to the effective operations of the department through the provision of administrative support:
- Proactively administers the office work cycles and anticipates the operational needs of the Academic Integrity Office team on a continual basis.- Serves as the main point of contact to the Academic Integrity Office for internal and external general inquiries.- Liaises with College departments and service areas on behalf of the Academic Integrity Office team to gather information as required.- Works seamlessly and collaborates with students, faculty and other members of the Algonquin College community.

Duties and Responsibilities:
Office Administration and Coordination- Interoffice communication management: Experience in managing interoffice and electronic mail, memos, and other forms of internal communication, ensuring smooth distribution of information.- Meeting and event planning: Experience in scheduling, planning, and executing meetings, including managing invitations, room bookings, logistics, and material preparation.

Communication and Coordination-
- Interdepartmental coordination: Experience in liaising between different departments to ensure that administrative processes, like education and outreach events or departmental meetings, are conducted smoothly.

Document Management and Organization- Handling confidential documents: Experience in managing sensitive or confidential documentation, including academic misconduct allegation files, meeting minutes, and interoffice correspondence.- Archiving and filing: Experience in organizing and maintaining electronic or physical files for easy retrieval and secure storage. Familiarity with digital platforms such as Sharepoint, MS Teams.

Calendar and Time Management- Scheduling: Proficiency in managing calendars for individuals or departments, coordinating meetings, and scheduling appointments while handling conflicts and ensuring availability.- Time management tools: Familiarity with digital scheduling tools such as Microsoft Outlook, Google Calendar, or similar platforms.

Website Management and Content Updating (preferred)- Basic web management experience: Familiarity with updating departmental websites, using content management systems (CMS) such as WordPress or Drupal, and ensuring website accuracy.- Document uploading and formatting: Experience in ensuring that web content (documents, forms, links) is properly formatted and easily accessible.

Required Qualifications:
- Minimum two (2) year Office Administration Diploma or equivalent;- Minimum two (2) years' experience in administrative assistant position:
- Is adaptive to changing priorities;- Possesses strong communication and interpersonal skills;- Understands the varied needs of culturally diverse students and work with the various areas of the College to address those needs.

Anticipated Weekly Schedule:
Four-day week schedule with min. 2 days on campus as 7.25 hour days, 9.5 hours assigned to remote days.
- This position is paid at Payband 8
- Vacancy is for

This position is eligible for hybrid work in conjunction with the College's _Flexible Work Arrangement Policy_.

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