Assistant, School of IT Admin

3 weeks 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

  • Office Admin Assistant

    4 days ago

    North York, Canada Academy of Learning Career College Full time

    We are looking for an Office Administrative Assistant to join our organization. Training will be provided to eligible applicant. **Role tasks**: - Coordinating the client's schedule - booking Client appointments - Taking calls and responding to client - Light cleaning duties - Other office and admin duties as may be required - Training will be provided -...

  • Real Estate Admin Assistant

    4 weeks ago

    North York, Canada Royal LePage Realty Full time

    **Busy Real Estate Team is seeking an Admin Assistant that is a self-starter to join their team.** **Must own your own vehicle, this position includes some driving within the GTA.** - **Following up with leads**: - **Organize and post expenses**: - **Manage day to day operation**: - **Maintain client database** **Character Traits** - **Must have a...

  • Accounting & Admin Assistant

    1 month ago

    North York, Canada Bond Securcom Full time

    **Why work at Bond Securcom?** For over 40 years, Bond Securcom has provided innovative security and communications solutions to a wide range of commercial, industrial, multi-unit residential, and not-for-profit organizations. Our mission is to make the world a safer place and we believe that our people are our greatest asset. At Bond, we are proud to have...

  • Bookkeeping Admin

    1 month ago

    North York, Canada 1595769 Ontario Ltd. OA eDecree Full time

    **Company**: eDecree **Location**: 200 Yorkland Blvd **Salary Range**: Starts at $18/hr **Terms**:Part-time, Entry Level **About Us** eDecree is a Toronto-based transcription company that specializes in court and insurance transcription. Over the years, we've built a reputation of providing outstanding services to Insurance Companies and Independent...

  • School Office Secretary

    7 days ago

    North York, Canada La Citadelle International Academy of Arts & Science Full time

    **School Office Secretary Job Ad** La Citadelle International Academy of Arts & Science is currently in search of a committed and enthusiastic Office Secretary to become integral parts of an exceptional team of educators and administrators. This presents an extraordinary opportunity to play a pivotal role in fostering the academic achievements of our...

  • Evening Facility Supervisor and Admin

    1 month ago

    North York, Canada Elite Basketball Camps Full time

    Elite Camps is looking for a full-time Evening Facility Supervisor and Admin! **About Elite Camps**: The Elite Camps Group of Companies (“Elite”) has been running year-round basketball camps and programs in the Greater Toronto Area (GTA) since 1999. We cater to over 6,000 athletes every year, making us one of the largest and longest-running basketball...

  • Network and Cloud Admin Instructor

    1 month ago

    North York, Canada Metro College of Technology Full time

    Metro College of Technology is a private career college in Toronto, Ontario. Since 1998 it has successfully been providing career-focused training programs to the public. The college trains its students with state of the art knowledge and skills to meet today's dynamic job market demand. The programs at Metro College of Technology cover engineering &...

  • Admin Assistant/receptionist

    1 month ago

    North Vancouver, Canada Ascend Physiotherapy Full time

    **We are looking to hire a motivated administrative assistant to join our team!** Ascend Physiotherapy offers highly skilled and certified physiotherapists ready to support patients on their health journey. Located in a bright and airy modern space in beautiful Edgemont Village, Ascend Physiotherapy offers a compassionate, professional, and friendly work...

  • High School Admin/marketing Assistant

    1 month ago

    North York, Canada Webtree Academy Full time

    Support the school marketing director with various marketing tasks. Help the school administration with student study plan reporting, evaluation and communication with parents/students. **Job Types**: Part-time, Full-time **Salary**: $18.00-$22.00 per hour Expected hours: 20 - 40 per week Ability to commute/relocate: - North York, ON M3B 2T5: reliably...

  • Executive Assistant to The President

    1 month ago

    North York, Canada IBT College Full time

    **This is an **in-person **position at our Yonge and Sheppard campus.** For over 20 years, IBT College has provided career advancement for students seeking a fast-paced post-secondary education. We take pride in preparing our students for the workplace and helping them gain employment or secure the promotion they’ve been hoping for. The programs at IBT...

  • High School Student Counsellor

    4 weeks ago

    North York, Canada Urban International School Full time

    **About us** Urban International School (UIS) is a private high school in Toronto inspected by the Ontario Ministry of Education in Ontario, Canada. Over the last decade, we have offered specialized academic courses that are designed for students who wish to pursue higher education in Canada and around the world. Based on the program students wish to pursue...

  • Real Estate Administrative Assistant

    1 month ago

    North York, Canada The Agency Full time

    Looking for full-time permanent real estate Administrative Assistant. Previous experience in real estate is a must for this position. Looking for an experienced, computer savvy, self-starter Admin Assistant for a busy real estate team. Incumbents in this job may perform all or portions of the following duties and responsibilities. **Duties &...

  • Reception/administrative Assistant

    1 month ago

    North York, Canada Brighton Launch Full time

    **Admin Assistant for Adult Day Program for Adults with Intellectual Differences** This is a great opportunity for a high-energy person who is professional, organized and friendly; and able to manage time and multiple demands in a busy small private school environment. This role supports the Executive Director and Program Manager in program administration,...

  • High School Academic

    1 month ago

    North York, Canada Urban International School Full time

    **About us** Urban International School (UIS) is a private high school in Toronto inspected by the Ontario Ministry of Education in Ontario, Canada. Over the last decade, we have offered specialized academic courses that are designed for students who wish to pursue higher education in Canada and around the world. Based on the program students wish to pursue...

  • Accounts Assistant

    4 days ago

    North York, Canada Wade halabi CPA Full time

    CPA Office in North York hiring a full-time and permanent Assistant Accountant position. Duties - Entering bank statements and reconciliation in Quickbooks - Payroll in Quickbooks - MS Excel analysis of data - Financial statement and tax calculations - Admin work If you are looking for a career in Accounting, we are registered with CPA Ontario as a training...

  • Administrative Assistant

    1 month ago

    North York, Canada Carry Telecom Inc Full time

    The administrative assistant/receptionist is responsible for providing efficient and quality admin. assistant services in regard to, but not limited to, shipping and receiving assistance, modem management, booking appointment, inventory management, receptionist and other various admin duties as assigned, including some physical demanding tasks. **General...

  • High School Admissions Assistant

    1 month ago

    North York, Canada Duke College Full time

    We are a private high school located in North York, Ontario, offering educational services to students from Grade 9 to Grade 12. Our goal is to provide high-quality education services. Improving the academic skills of our students is essential, in order to prepare all our students for higher levels of education. We are currently looking for a passionate...

  • Admin & Financial Assistant - Maternity Leave

    1 month ago

    North Vancouver, Canada Maestronic Canada Inc Full time

    We have a one year contract opportunity in Metro Vancouver BC for a hands-on, responsible, detail-oriented **administrative assistant.** **Job description** - accounts payable, - accounts receivable, - general secretarial and other admin. **Requirements**: - 2+ years of secretarial or administrative experience in a corporate environment. - Confident with...

  • Administrative Assistant

    4 weeks ago

    North York, Canada Brighton Launch Full time

    **Admin Assistant for Adult Day Program for Adults with Intellectual Differences** This is a great opportunity for an organized, professional administrator who is able to efficiently manage multiple demands in a busy private adult learning centre. This role supports the Executive Director and Program Manager in program administration, communications, social...

  • Full-time Agent Assistant

    4 days ago

    North York, Canada Royal LePage Realty Full time

    **MUST HAVE REAL ESTATE ADMIN EXPERIENCE** **Busy Real Estate team is seeking a Full-time Assistant.** **Must have a car and a driver’s license.** **Duties Includes, but not limited to**: - Run general errands and tasks like pick-ups and drop offs, key exchanges, - Tasks for Listing Property: Booking Photographers, and other 3rd party contractors and...