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Administrative Assistant to Dean

4 months ago

Scarborough, Canada Centennial College Full time

Job Number:
- J0223-0206- Job Title:
- Administrative Assistant to Dean- Job Type:
- Permanent FT Support- Bargaining Unit:
- FT Support- School/Department:
- Academic- Campus/Location:
- Story Arts Centre / Hybrid- Pay Range:
- $28.56 - $33.11/Hour- Pay Band:
- Support F- Hours/Week:
- 35- Shift Schedule:
- Monday to Friday 8:30am to 4:30pm- Date Posted:
- February 2, 2023- Closing Date:
- February 9, 2023We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

**Position Summary**

The School of Communication, Media, Arts, and Design (SCMAD) is hiring a passionate, adaptable, and resilient Assistant to the Dean. Primarily responsible for providing a variety of secretarial, administrative, and project coordination services to support, this multi-functional role requires a high degree of initiative, problem-solving, and attention to detail. Reporting to the Operations and Student Retention manager (dotted line reporting to the Dean), the assistant is the first point of contact for the Deans Office and a key representative of the School.
Duties will include calendar management; scheduling via Zoom and Microsoft Teams; development and maintenance of information tracking systems and filing systems; drafting communications and documentation; handling sensitive and confidential content; coordination of meetings, tours, and special events; participation on several committees and regularly scheduled meetings; coordinate and support marketing related projects in collaboration with the Dean and the internal Marketing team. In addition, the incumbent will also develop and maintain business processes to optimize operational efficiencies and continually provide exceptional customer service to all college stakeholders.

**Responsibilities**
- Schedule internal and external activities, including appointments, meetings, college-related travel arrangements, and events for the Dean and Management team.
- Provide administrative, logístical, and coordination support to the Dean, and the Marketing and Communications Office with respect to special projects.
- Organize and coordinate meetings; room bookings, prepare agendas, take minutes, schedule Zoom/MS Teams invites, event logistics (catering, contacting attendees, directions, and ensure appropriate multi-media equipment is available as needed).
- Organize and coordinate campus tours for guests and new employees as needed.
- Provide support to School committees and groups such as the Selection Committee, and Program Advisory Committee (PAC).
- Maintain electronic and physical filing systems, records, and documentation for the School.
- Develop and implement effective administrative procedures to ensure the efficient operation of the Dean’s office.
- Provide administration support and coordination for Human Resources, and Finance, Facilities processes.
- Arrange & coordinate a multitude of various school functions, seminars, meetings, retreats and events.
- Coordinate the communications between internal leaders and the Dean.
- Plan, arrange, and coordinate project and stakeholder meetings and workshops, liaise with internal and external clients.
- Monitor project plans, milestones, and deliverables.
- Perform other duties as assigned.

**Qualifications/Experience**
- Two (2) year diploma in Business Administration, Public Administration or Office Management or an equivalent combination of education and relevant work experience.
- Minimum three (3) years of experience gained in a multi-function role in an office environment which includes: compiling data, tracking trends, researching and formatting reports and notes, ability to relate and deal effectively with students, faculty, staff and administration in a multi-cultural and unionized environment.
- Project coordination experience would be a strong asset.
- Demonstrated ability to manage multiple projects, work towards deadlines, with the flexibility to shift priorities. Must work well under pressure
- Experience handling sensitive and confidential issues with the ability to advocate for the needs of an individual who may not understand their obligations with respect to accessibility.
- Ability to relate and deal effectively with students, faculty, staff and administration in a multicultural environment.
- Demonstrates high initiative, resourcefulness, a