Administrative Assistant to The Svp Corporate

3 weeks ago

Belleville, Canada Loyalist College Full time

**Salary**
- $62,781.00 - $78,477.00 Annually**Location**
- Main Campus: Belleville, ON**Job Type**
- Full-Time**Job Number**
- 2023-00131**Department**
- Office of the Senior VP, Corporate Services & CFO**Opening Date**
- 08/03/2023**Closing Date**
- Continuous**Bargaining Unit**
- N/A**Program**
- Corporate Services**Start Date**
- ASAP**Length of Term**
- Permanent**DESCRIPTION**

**BENEFITS**

**QUESTIONS**

**About Loyalist**

Loyalist College is located on the territory of the Huron-Wendat, the Anishinaabeg, and the Haudenosaunee people. We acknowledge our shared obligation to respect, honour, and sustain these lands and the natural resources contained within.

Loyalist College is Ontario’s Destination College - empowering students, faculty, staff, and partners through experiential, industry focused, cluster-based education, training, and applied research programs. Located on more than 200 acres in the beautiful Bay of Quinte region, the College is perfectly positioned between Toronto, Ottawa, and Montreal. Loyalist College is a close-knit community where students and their success come first. Loyalist provides personalized attention in small classes, rewarding field placements, and superior student services. Its Belleville, Bancroft, Port Hope and Toronto campuses support programs and services for more than 6,000 full-time and 8,000 part-time students each year.

**Position Summary**

Reporting to the Senior Vice President Corporate Services and CFO, the Administrative Assistant, Corporate Services provides high-level administrative support to the SVP and supports the overall activities within the Corporate Services portfolio. In addition, they provide administrative support to the Senior Directors and Directors of the departments within the Corporate Services portfolio.

The incumbent is responsible for supporting multiple Board of Governors Committees including the Finance and Corporate Services Committee, Audit and Risk Committee, and the Capital Construction Committee.

The incumbent will support and manage numerous internal committees within the Corporate Services portfolio. The incumbent will also work closely with the Privacy Officer to manage Freedom of Information requests and with the Risk Manager on managing institutional Document Management. They also participate in and coordinate special projects as required within the Corporate Services portfolio.

**Duties and Responsibilities**
- Provides executive level administrative support to the Senior Vice President Corporate Services & CFO including:

- Acting as ‘first point of contact’ for the SVP’s office responding to queries on a range of issues on behalf of the Senior Vice-President concerning College policies, programs, operating procedures and College services.
- Tracking all Corporate Services policies in terms of status and renewal dates
- Drafting communications or responses to inquiries as well as maintaining daily calendar, arranging conference registration, organizing travel and accommodation, maintaining and updating electronic and hard copy filing, orders and maintains office supplies
- Coordinating and attending meetings with the SVP including the Space Management Committee and Corporate Services Management Team (CSMT)
- Performing monthly reconciliation on the Corporate Services financial accounts and assisting in the development of the financial forecast and budget for the office and checks expense claims to ensure they adhere to college policies
- Maintaining attendance records for the Directors/Administrators reporting to the VP Corporate Services; manages vacation schedules.
- Maintaining and updating Corporate Services Website
- Assisting with finalizing/distributing the Business Plan, Capital and Project Plan, Annual Report, Audited Financial Statements, Business/Capital Plan updates, and special funding / special submissions to the Ministry.
- Provides administrative support to the Senior Directors and Directors within the Corporate Services Portfolio including:

- Drafting communications as required, assisting with data collection, coordinating stakeholder meetings including booking rooms; arranging parking for remote guests; minute taking and distribution.
- Keeping Emergency Response Plan binders consistent among all members and working with the Director Facilities to make revisions
- In conjunction with the Risk Manager, acts as first point of contact for Certificates of Insurance requests
- Work closely with Privacy Officer to manage and continually improve institutional document management program (establish a system whereby both active contracts / documents and inactive / archived documents are stored digitally as per the retention policy).
- Provides Board of Governors Committee support including
- Coordination and attendance at sub-committee meetings for Finance and Corporate Services Committee (FCS), Audit and Risk Committee and the Capital Construction Committee.
- Drafting agendas, maintaining annual

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