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Administrative Support Specialist

2 months ago

Barrie, Ontario, Canada Georgian College Full time

Job Summary:

The Academic Program Assistant will provide frontline customer service to students, staff, and external organizations, while providing administrative, technical, and cross-campus support for a cluster of programs and staff within the Health, Wellness and Sciences portfolio.

Key Responsibilities:

  • Act as the first point of contact for student and client inquiries, performing initial triage and making referrals when necessary.
  • Provide assistance and information to students regarding basic program requirements, college procedures, and the application process.
  • Create and maintain confidential student files.
  • Provide curriculum and faculty support by monitoring data, updating and generating cross-campus program curriculum packages, and generating reports.
  • Update and maintain databases and shared information on the college network/intranet related to curriculum, annual program planners, and accreditation.
  • Assist with the development of Articulation Agreements by organizing material and preparing drafts to final documents.
  • Support the committee meeting process, including logistics, minutes, and action item follow-up.
  • Organize and arrange logistics for special event functions.
  • Monitor accounts payable and purchase orders to ensure proper allocation of accounts.
  • Maintain and order office equipment and supplies.
  • Assist in organizing faculty student feedback and other surveys.
  • Coordinate and assist with the process for the Key Performance Indicator (KPI) Survey.
  • Provide administrative and general office support to the academic program area, including coordinators and faculty.
  • Assist with orientation of new staff and faculty to the academic area and college.

Qualifications:

  • Successfully completed a one-year postsecondary certificate in a relevant field of study, such as office administration or business.
  • Two years' experience in an office environment providing administrative and general office support.
  • Experience in a frontline customer service role that required problem-solving and conflict resolution skills.
  • Experience with data entry and pulling reports from a database.
  • Experience providing committee support and taking minutes.
  • Computer skills and experience using Microsoft Office Suite (Outlook, Excel, Word, etc.) to answer inquiries and prepare and maintain information.
  • Communication (written and oral) and interpersonal skills to answer inquiries and draft documents.
  • Organizational and time management skills with the ability to multitask to provide day-to-day support while meeting special project deadlines.
  • The ability to be accurate and detail-oriented in order to compile/organize information, prepare reports, and input data.
  • Proven ability to work independently or within a team environment.
  • Experience in an academic institution using a student information system (preferably Banner) is an asset.

Georgian College is an equal opportunity employer and welcomes applications from all qualified candidates. We are committed to diversity, equity, and inclusion in the workplace and are an accessible employer. If you require accommodations during the recruitment and selection process, please advise the coordinator.