Full-time Administrative Support Officer, Academic

4 weeks ago

Ottawa, Canada Algonquin College Full time

Department:
Academic Access Centre

Position Type:
Full-Time Support

Salary Range:
$31.05-$35.99-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
November 25, 2024

Length of Contract:
N/A

Posting Information

Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first consideration.

Posting Closing Date:
November 7, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:
The incumbent provides administrative support to the Academic Access Centre (AAC) and Indigenous Studies (AAC&IS) Chair, for the following programs: Academic Upgrading (AU), Indigenous Education, International English for Academic Purposes (EAP), Pre-EAP, Teachers of English as a Second Language (TESL), and Better Jobs Ontario (BJO). The incumbent also provides administrative support for Workplace Safety and Insurance Board (WSIB) funded retraining, AAC service courses, and for college-wide General Elective course registration tracking.

The administrative activities include preparing correspondence, minutes, and reports which are frequently of a confidential, strategic and/or specialized nature. The incumbent must be able to multitask a variety of activities. The incumbent is responsible for managing the Chair’s calendar, which includes coordinating and scheduling departmental meetings and other meetings both internal and external. This position can also serve as a primary contact for any programs within the AAC&IS Chair portfolio, both internally and externally.

Administrative & Operational Support for AAC and Indigenous Studies- Coordinates meetings and special events, like the award and graduation events, which can include invitations, agenda, logistics, minutes and follow up;- Ensures the accuracy and updates information onto the websites for AAC & IS;- Creates and updates documents containing important dates (e.g. program council and E&P dates);- Assists with scheduling meetings for the Chair, including identifying scheduling conflicts, recommending alternate meeting times, and taking meeting minutes;- Updates the vacation planning calendar for the Chair to keep track of all staff vacations;- Assists with the on-boarding of new-hires, including:
- Contacting Security for keys to offices-
- Setting up workspaces and obtaining needed equipment for employee to work effectively-
- Contacting IT regarding access to network drives and phone extensions-
- Ordering business cards and preparing signage for doors (where required)-
- Providing office tour on first day-
- Shares with new OTFT faculty members information on how to register for the Introduction to Teaching at Algonquin (ITAC) Program;- Follows-up with new staff to ensure completion of any mandatory new-hire training modules;- Maintains the AAC&IS and WSIB/BJO SharePoint/Teams sites, including the appropriate permissions for all pages and provides support to others for how to use the sites;- Is a point of contact for the office for external and internal clients (including students) and to redirect within the team as needed;-
- Screens communication in Salesforce/Marketo and redirects as needed;- Handles travel arrangements;- Liaises with Physical Resources for matters pertaining to office moves, renovations, etc.- Arranges Purolator and other special deliveries;- Ensures faculty and staff are aware of management reporting deadlines;- Helps resolves or helps find acceptable solutions to any administrative problems that faculty or staff may have.

Academic Program Support for AAC portfolio, Indigenous Studies, the BJO portfolio and WSIB retraining)- Under the guidance of the Chair, faculty, or other staff, builds and maintains spreadsheets, schedules, and other tools designed to support delivery of programs and contracts;- Prepares Exemption and Progress spreadsheets for mid-terM/Final for Academic Program Coordinators;- Prepares Exemption and Progress letters for approval by Chair and then for distribution to students;- Coordinates book adoptions with Program Coordinators and enter into system within designated timelines;- Coordinates Brightspace Homeroom access for Chair for each program;- Helps faculty access Brightspace support to faculty when required;- Prepares letters to the Chair letter for the EAP, Pre-EAP and TESL programs;- Provides PAC and Program Council support including:
- Scheduling meetings.-
- Taking minutes at meetings.-
- Administering class elections for class reps.-
- Assists faculty and staff with book orders and printing;- During peak times, and when required, assists other Support Staff team members with their workloads as directed and through cross-training of these areas;- Protects the integrity of the department by maintaining confidentiality for all sensitive issues regarding external initiatives, faculty members, support staff and students;- Undertakes special projects and assignments as required;- Serves as a back-up to the Budget Support Officer a

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