Administrative Assistant

1 month ago

Oshawa, Canada Durham College Full time

**About Durham College**:
Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs - including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full
- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

The Administrative Assistant to the ED is responsible for managing administrative functions related to Finance of the Faculty, financial budgeting and accounting processes, organizational charts and directories, coordination and logístical support for a variety of meetings and special events, as well as undertaking special projects as assigned. This position provides executive secretarial support and contributes to the development, maintenance and ensuring compliance with the College Policies and Procedures specific to the Faculty and the ED, Finance responsibility. Develops and maintains information tracking systems as well as manual and electronic schedules and filing systems. The position requires an advance level of excel, software, and app use to implement automation of processes and automation capability. The position requires a high level of confidentiality, interpersonal, organizational, technical, and communication skills.

**DUTIES**:
Administrative support to the Executive Dean:

- prepares and monitors annual office operating budget, track expenditures, processing of MasterCard, expense reports, purchase orders, invoices
- Process a large quantity of forms to ensure compliance with college policies e.g., Salary Allocation, Contract Authorization and Risk Management, business and travel expenses, competition summary forms, etc.
- Prepare final draft of reports or correspondence ensuring consistent format, correct grammar, structure of ideas and clarity of writing.
- Assist with the recruitment process for positions reporting to the ED.
- Provides confidential administrative support related to sensitive issues.
- Undertakes special projects as assigned
- Responds to direct enquires staff, faculty, public and liaises with MCU staff regarding meetings and submission of reports etc.

Scheduling, calendar management and event planning
- Coordinate the EDs calendars and appointments.
- Liaise with the college community to review requests for ED attendance and participation at events on-and-off campus.
- Work with the broader community to schedule meetings with external guests on-and-off campus.
- Gather necessary supporting documents for meetings and events.
- Book travel arrangements in accordance with college policies.
- Assist with the planning and organization of Faculty meetings and events

Committee support
- Prepare agendas and record meeting notes for a variety of committees
- Reserve meeting rooms and send meeting invitations.
- Coordination of meeting guests and audiovisual requirements.
- Maintain documents and update information on the appropriate portals.

Office administration
- Assist with the management of the departmental budgets through tracking of expenditures; ensure accurate account coding; generate monthly reports through FAST; and reconcile MasterCard accounts. Prepare purchase requisitions and check expense reports to ensure compliance with college policies.
- Develop, initiate and mange an effective file and information system in accordance with the records retention policies and procedures.

**QUALIFICATIONS**:

- A minimum of a two-year diploma in Office Administration or a related field.
- A minimum of three (3) years of related work experience supporting senior leaders.
- Must possess exceptional interpersonal and communication skills, be results oriented, professional and tactful.
- Requires the ability to effectively prioritize, and handle a heavy workload with multiple priorities.
- Knowledge of corporate policies and procedures is an asset.

**Required Skills**:
Hourly rate: $26.00

Required Experience

Hours: 24 hours per week, between

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