Assistant, School of IT Admin

6 months ago

North York, Canada Seneca Polytechnic Full time

**Join the Renewed Seneca, The Next Seneca.**:
Guided by _The Next - A Strategic Plan for Seneca Polytechnic_, we offer a working environment that is innovative, flexible and encourages risk-taking. Joining Seneca Polytechnic brings opportunities for professional development and career growth. We focus on health and wellbeing in all its forms to provide a great employee experience.

**Position Summary**:
As the Assistant for the School of Information Technology Administration & Security (ITAS), the incumbent will be the first point of contact for all inquiries and will have a pivotal role in faculty and staff support. Additionally, this will also be a key in organizing the financial, administrative, and logístical aspects of department events, including budget management, venue coordination, and registration.

This role is primarily based at the Newnham campus and may occasionally be assigned to other Seneca campuses based on operational needs.

**Responsibilities**:
**Office Coordination**
- Responsible for mail distribution, shipping, and receiving within the department.
- Manages inventory of all department supplies (teaching, office, marketing, etc.).
- Assists in office equipment and technology usage to staff and faculty.
- Ensures office equipment (Eg: photocopier) availability and maintenance. Requests service call requests.
- Produces routine correspondence for program areas.
- Updates and maintains intranet sites for students and staff.
- Arranges travel for faculty and staff.
- Tracks external professional development opportunities for the department

**Financial & Budget Support**
- Initiates and processes invoice requisitions, purchase requisitions, and journal vouchers.
- Prepares and tracks contracts for adjunct teachers, coop students, lab assistants, and other positions as required.
- Manages budget replacement documentation and journal vouchers.
- Supports capital budget purchases, tracking expenditures, and providing reports to the Academic Program Manager/Chair.
- Provides regular status and financial reports.

**Exams Coordination**
- Collects exams for courses and manages the approval process, notifying the Academic Program Manager/Chair of missing exams.
- Archives electronic copies of exams and disposes of paper exams according to college policy.
- Assists with invigilation when required.
- Tracks and coordinates communication with students receiving SUP/DEF exams.
- Ensures all SUP/DEF/INC marks are received by week 2 of the next semester and provides reports to the Academic Program Manager/Chair.

**Event Coordination**
- Books meeting rooms and coordinates catering for school events and meetings.
- Arrange parking passes for guest speakers, PAC committee, and other guests, tracking usage.
- Provide coordination support for outreach events (registration forms, flyers, name tags, etc.).
- Attends and organizes Program Advisory Committee meetings, creating agendas and minutes.
- Manages overall project coordination for all School events, including budget tracking.

**Administrative Support**
- Responds promptly and professionally to inquiries, using i3 when required, and redirects as necessary for all schools in the area.
- Maintains the office area (including front and back office and all meeting rooms) in a tidy and professional manner, ensuring front desk coverage during office hours.
- Communicates with various departments (Security, Test Centre, ITS, Accounting, and Printing) to support faculty, staff, students, and the school.
- Collects, organizes, and maintains reports and documentation related to academic integrity and appeals.
- Tracks and manages detailed grade files for all department courses.
- Maintains electronic files of Course Outlines and Addendums, coordinating with faculty, Program Coordinators, and the Chair as needed.
- Handles distribution, tracking, submission, and filing of full-time faculty SWF documents each semester.
- Provides administrative support to the Academic Program Manager/Chair, including filing and report creation.
- Provides coverage for the other school while their Assistant is absent, including ordering supplies, arranging for new faculty/staff, etc.

**Qualifications**:
**Education**
- Minimum completed two (2) year diploma or equivalent in Business Administration or a related field.

**Experience**
- Minimum two (2) years experience in office coordination and/or financial management/ bookkeeping.
- Office coordination experience within a post-secondary environment is an asset.

**Skills**
- Skilled in managing tasks, time, and resources to attain objectives and meet deadlines.
- Demonstrates the capability to convey information clearly and effectively through diverse channels, encompassing both written and verbal communication.
- Offers outstanding service and support to clients, students, or colleagues, ensuring their needs are met.
- Adaptable to shifting circumstances, tasks, and priorities, ensuring seamless workflow.

Note: A skills as

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