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Administrative Assistant

3 months ago

North Bay, Canada CTS Canadian Career College Full time

**Hours of Work**:40 Hours Per Week
**Job Status**:Full-Time, Permanent
**Wage**:$17 - $19 per hour
**Location**:North Bay, Ontario
**Competition Number**:2024-009

**Job Summary**

The Administrative Assistant is responsible to be the principle point of contact for the organization for phone calls and visitors. They are also responsible to provide support to various managers within the organization.

1.0 Answer telephone enquiries and relay telephone calls when working in office

2.0 Greet visitors, ascertain nature of business and direct appropriately

3.0 Process the Point of Sale system and prepare weekly bank deposits

4.0 Order office supplies and maintain inventory

5.0 Responsible for the shipping and receiving

6.0 Receive payments and issues receipts for student transactions

7.0 Record and prepare minutes of meetings

8.0 Act as back-up for the Registrar, Financial Accounts Administrator, Financial Aid Officer, and Admissions when directed

9.0 May compile data, statistics and other information to support research activities

10.0 Enter lead information into GOLDMINE when required

11.0 Receive walk-in leads

12.0 Schedule appointments

13.0 Follow-up for appointments

14.0 Photocopy and collate documents for distribution, mailing and database systems

15.0 Send and receive messages using facsimile machine

16.0 Maintain filing systems and controlling confidential materials and documents

17.0 Help with keeping Goldmine records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields

18.0 Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance

19.0 Respond to head office enquiries

20.0 Register complaints and arrange appropriate meetings to resolve issues

21.0 Plan, prepare, and carry-out graduation ceremonies

22.0 Create and maintain current, incomplete, and graduated student transcripts

23.0 Provide attendance sheets for instructors on a weekly basis

24.0 Verify action plans are submitted based on student absences

25.0 Advise program coordinators when student hours are missing

26.0 Assist the instructors with Appendix H's to ensure compliance with the ministry

27.0 Send grades sheets to instructors

28.0 Enter student placement hours on AGAR

29.0 Review AGAR and inform proper personnel of any issues or discrepancies

30.0 Close the Academic files for incomplete and graduated students

31.0 Assist with exit evaluations

32.0 Input course evaluations

33.0 Other duties as assigned

**Qualifications**
- Education_

College Diploma in Office Administration, or related field is preferred.
- Experience_
- Knowledge _
- Familiar with Career Colleges
- Ontario Career Colleges Act
- Accessibility of Ontarians Disability Act - Customer Service Standard
- Skills_
- Microsoft Office Suite
- Google Suite; Mail, Drive, Calendar, Meet
- WhatsApp
- Abilities_
- Bilingualism - English and French is considered an asset but is not required
- Typing speed of 40 WPM with a minimum of 92 percent accuracy
- Always conduct yourself professionally
- Communicate with internal staff

**Working Conditions**
- Position location: North Bay, Ontario
- Work environment: Office position
- Hours of work: 40 hours per week
- Schedule of work is typically 8:30am - 5:00pm

**Compensation**

**APPLICATION PROCESS**

CTS Canadian Career College and Modern College of Hairstyling and Esthetics is an equal opportunity employer.

**Job Types**: Full-time, Permanent

**Salary**: $17.00-$19.00 per hour

Expected hours: 40 per week

**Benefits**:

- Extended health care
- Life insurance
- On-site parking
- Wellness program

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person