Administrative Assistant

1 week ago

Kitchener, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Administrative Assistant (Contract)**:

- **Requisition #**:24-0376**:

- **Campus**: Doon
- **Department**: School of Business
- **Payband**: E
- **Starting Rate**: $27.81
- **Payband Range**: $27.81 - $32.24
- **Hours/Week**: 35
- **Posting Date**: Tuesday, March 26, 2024
- **Closing Date**: Tuesday, April 9, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Contract Position (April 2024 - May 31, 2024)

The Administrative Assistant supports the School of Business, specifically the Chairs with high quality administrative support in the areas of calendar management, scheduling of meetings, minute taking, travel booking, event support, financial reconciliation, and part-time faculty onboarding and orientation. The incumbent oversees and implements key processes such as organizing and monitoring the completion of School responsibilities in areas such as Program Advisory Committees (PAC), Student Appraisals of Teaching (SATs), Ontario College Student Experience Survey (OCSES), faculty training audits and classroom observations. The incumbent responds to queries in-person and online for the Chairs and for the School and provides recommendations on administrative processes.

**Responsibilities**:

- Organizes the daily activities of the Chairs including booking appointments, arranging meetings, sending agendas, taking minutes, and follow-up
- Ensures correspondence is sent to appropriate Chair and that responses are sent in a timely manner to meet deadlines
- Analyses data and prepares reports
- Manages and maintains electronic files including general documentation, Excel data files, SharePoint sites, faculty lists, and other files
- Supports part-time academic recruitment including onboarding and orientation
- Supports events including booking rooms and catering and creating communications, agendas, and minutes as necessary
- Reconciles credit card statements and expense reports
- Manages incoming and outgoing correspondence and in-person interactions, resolving issues within scope; if outside the scope, effectively direct individuals through appropriate channels
- Generates contracts for course remediation options, Prior Learning Assessment and Recognition (PLARs), special projects, etc
- Supports faculty with general inquiries, room bookings, ordering required supplies, exam storage, and teaching booth reservations
- Responds to a variety of inquiries that require knowledge of College policies, procedures and services as well as School of Business practices. These inquires could be from students, faculty, or any other stakeholder in the College, relating to admissions, registrations, and academic/administrative policies and procedures

**Qualifications**:

- Two-year Diploma in Office Administration, Business Administration, Arts/Humanities, Science/Social Science, Public Relations, Communications or related discipline is required
- Minimum two years of practical experience working in an office or reception role, preferably in an educational institute
- Ability to work with different levels of management
- In-depth knowledge of Microsoft Office products
- Strong organizational skills
- Excellent interpersonal skills and the capability to communicate professionally, tactfully, and diplomatically both written and verbally
- Ability to learn and utilize new processes quickly and accurately
- Ability to take initiative and problem-solve independently

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