Administrative Assistant
3 weeks ago
**Hours of Work**:40 Hours Per Week
**Job Status**:Full-Time, Permanent
**Wage**:$17 - $19 per hour
**Location**:Sudbury, Ontario
**Competition Number**:2024-007
**Job Summary**
The Administrative Assistant is responsible to be the principle point of contact for the organization for phone calls and visitors. They are also responsible to provide support to various managers within the organization.
**Duties and Responsibilities**
1.0 Answer telephone enquiries and relay telephone calls when working in office
2.0 Greet visitors, ascertain nature of business and direct appropriately
3.0 Process the Point of Sale system and prepare weekly bank deposits
4.0 Order office supplies and maintain inventory
5.0 Create purchase orders for books
6.0 Order student and instructors books
7.0 Invoice students books
8.0 Responsible for the shipping and receiving
9.0 Receive payments and issues receipts for student transactions
10.0 Record and prepare minutes of meetings
11.0 Arrange travel schedules and make reservations
12.0 Act as back-up for the Registrar, Financial Accounts Administrator, Financial Aid Officer, and Admissions when directed
13.0 May compile data, statistics and other information to support research activities
14.0 Enter lead information into GOLDMINE when required
15.0 Receive walk-in leads
16.0 Schedule appointments
17.0 Follow-up for appointments
18.0 Photocopy and collate documents for distribution, mailing and database systems
19.0 Send and receive messages using facsimile machine
20.0 Maintain filing systems and controlling confidential materials and documents
21.0 Help with keeping Goldmine records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields
22.0 Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance
23.0 Respond to head office enquiries
24.0 Register complaints and arrange appropriate meetings to resolve issues
25.0 Prepare orientation packages
26.0 Assist with orientation
27.0 Plan, prepare, and carry-out graduation ceremonies
28.0 Create and maintain current, incomplete, and graduated student transcripts
29.0 Provide attendance sheets for instructors on a weekly basis
30.0 Verify action plans are submitted based on student absences
31.0 Advise program coordinators when student hours are missing
32.0 Assist the instructors with Appendix H's to ensure compliance with the ministry
33.0 Enter student placement hours on AGAR
34.0 Review AGAR and inform proper personnel of any issues or discrepancies
35.0 Close the Academic files for incomplete and graduated students
36.0 Assist with exit evaluations
37.0 Input course evaluations
38.0 Other duties as assigned
**Qualifications**
- Education_
College Diploma in Office Administration, or related field is preferred.
- Experience_
- Knowledge_
- Familiar with Career Colleges
- Ontario Career Colleges Act
- Accessibility of Ontarians Disability Act - Customer Service Standard
- Skills_
- Google Suite (Docs, Calendar, Gmail, Sheets, Etc.)
- Proficient with technology & computers
- Abilities_
- Bilingualism - English and French is considered an asset but is not required
- Typing speed of 40 WPM with a minimum of 92 percent accuracy
- Conduct yourself professionally at all times
- Communicate with internal staff
**Working Conditions**
- Position location: Sudbury, Ontario
- Work environment: Office position
- Hours of work: 40 hours per week
- Schedule of work is typically 8:30am - 5:00pm
**Compensation**
**APPLICATION PROCESS**
CTS Canadian Career College and Modern College of Hairstyling and Esthetics is an equal opportunity employer.
**Job Types**: Full-time, Permanent
**Salary**: $17.00-$19.00 per hour
**Benefits**:
- Extended health care
- Life insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
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