Administrative Assistant

2 months ago

Oshawa, Canada Ontario Tech University Full time

**Administrative Assistant - Limited Term**

**Tracking Code: req1371**

**Faculty/Department**: Faculty of Engineering and Applied Science

**Number of Positions**:1

**Appointment Type**: Limited Term 12 Months

**Hours of Work**: 35 hours per week

**Salary Range**:Level 5 - Starting Salary, Step 1 $51,251

**Posting Date**:October 28, 2024

**Closing Date**: November 1, 2024

**Job Summary**:The Administrative Assistant provides administrative support to the Faculty of Engineering and Applied Science with a focus on support activities within the Dean’s Office and the Office of Engineering Outreach.

**Nature of work**:Reporting to the Director of Planning and Operations (DPO), the Administrative Assistant works closely with the DPO and the Engineering Outreach Manager to provide administrative support to the Faculty’s Dean’s Office and Engineering Outreach activities.

**Responsibilities/accountabilities**:

- Serve as the first point of contact for students, faculty, staff, industry, community and other stakeholder inquiries to the Dean’s Office and the Engineering Outreach Office (EOO), providing information about relevant programs and services offered by the EOO, and Faculty events, policies and procedures and other inquiries as required.
- Provide administrative assistance to the Engineering Outreach Manager, including scheduling of unit meetings and taking minutes.
- Support the Engineering Outreach Manager and Engineering Outreach Coordinators in event planning and execution on all related workshops and sessions, recruitment events, open houses and other Faculty events in the promotion of the Engineering Outreach programs.
- Coordinate with the Director, Planning and Operations, and the Engineering Outreach Manager in the administration of all required staffing contracts, including drafting of posting positions, posting job ads on targeted job sites, and supporting all recruitment efforts to secure all positions.
Coordinate with the Dean’s Office in content posting on social media platforms and Faculty website.
- Monitor outreach program achievements and recommend success stories for promotion of the outreach office.
- Facilitate submission of all progress reports with the Dean’s Office, external funding partners and other stakeholders to ensure timelines and outcomes are achieved.
- Other related duties as assigned by the Director, Planning and Operations.

**Required Skills**:

- A high proficiency in MS-Word, MS-Outlook, MS-Excel and MS-PowerPoint
- Excellent planning and organization skills in overseeing event planning and execution.
- Knowledge and understanding of social media platforms.
- Proven excellent writing, editing and proofreading skills for content in a range of styles.
- Attention to detail, confidentiality and the ability to manage multiple demands.
- Ability to act independently with defined objectives, under mínimal supervision.
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy.

**Required Education**:

- Completion of post-secondary education consisting of two academic years or combination of experience
- Verification of Academic credentials may be required

**Required Experience**:

- One to three years related experience.
- Experience in a post-secondary environment would be an asset.

**How to Apply**:
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

**Job Location**: Oshawa, Ontario, Canada

**Expected Start Date**: 11/4/2024

**Expected** End Date**: 10/14/2025

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