Administrative Assistant

4 weeks ago

Waterloo, Canada Conestoga College Full time

Requisition Details

**Job Title**:
**Administrative Assistant**

**Requisition #**:
**23-519R1**

**Campus**:

Waterloo

**Department**:

School of Hospitality & Culinary Arts

**Payband**:

E

**Starting Rate**:

$26.47

**Payband Range**:

$26.47 - $30.69

**Hours/Week**:

37.5

**Posting Date**:

Tuesday, April 11, 2023

**Closing Date**:

Tuesday, April 18, 2023 at 11:59 PM EST

**Vacancy Type**:

Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Contract Position (April 11, 2023 - May 19, 2023)

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant provides support to the Chair and Faculty of the School of Hospitality & Culinary Arts, and Food Processing Technology. The incumbent assists with the operation of the office by providing administrative and clerical services, managing the Chairs time and schedule, and coordinating communication flow between the Chair, Coordinators, faculty and external contacts. This individual manages correspondence and follows up on action items and commitments to ensure the smooth operation of the office.

**Responsibilities**:

- Administrative support for the Chair, Hospitality & Culinary Arts including organizing daily activities, maintaining a calendar, booking appointments, arranging meetings, handling mail, telephone calls, and resolving issues deemed appropriate to the position
- Booking meetings and appointments, including preparing materials required, taking/transcribing minutes, and following up on action items
- Responding to inquiries regarding College programs, policies, procedures, and services
- Developing and maintaining effective administrative procedures to ensure the efficient operation of the office
- Co-ordinating assignment of course outlines
- Verifying and consolidating monthly Visa statements for submission to Purchasing, as well as travel expense reports
- Ensuring communications and paper flows are handled in an efficient manner
- Compiling and preparing agendas; gathering appropriate documentation from meetings attended by the Chair
- Assisting the Chair with the day-to-day operations of the office which includes incoming/outgoing correspondence
- Using knowledge of program/course delivery and enrollment data to complete loading sheets
- Accounting for course deliveries by program, with appropriate teaching resources entering course information into the Student Information System (SIS) as assigned
- Interpreting and tracking documents submitted for scheduling and ensuring requests are incorporated into the scheduling process
- Responding to changes to student registration numbers by adding or deleting sections, adjusting block structures, and timetables as required
- Coordinating Program Advisory Committee (PAC) meetings for Hospitality & Culinary Arts programs; taking minutes, maintaining the database of PAC members, contacting members about meetings, maintaining attendance records, creating agendas in collaboration with Chair and Coordinators, ordering refreshments, and following up on action items
- Administrating Student Appraisal of Teaching (SAT) process including coordinating, scheduling, and administering SATs to students
- As it relates to Continuing Education offerings for Hospitality & Culinary Arts, reviewing course offerings from past semesters so the supervisor is able to make decisions on which courses to offer, who may be able to teach the course, course fees (including supply fee), and course descriptions

Qualifications:

- Two-year Diploma in Office Administration, Business Administration, Education, Arts/Humanities, Social Sciences or related field
- Three years of practical experience working for senior management in an office setting; preferably in an educational setting
- Strong working knowledge of Word and Excel
- Ability to multi-task and meet multiple deadlines while being constantly interrupted
- Ability to communicate effectively and respond appropriately to students, faculty, and outside clients
- Knowledge of Enterprise software and the Student Information System (SIS) are considered assets
- Highly organized and flexible to accommodate changing priorities
- Ability to work as part of a team as well as independently with limited supervision and for more than one supervisor
- Ability to use tact and diplomacy to achieve objectives while maintaining confidentiality

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