Administrative Services Assistant

1 month ago

Ottawa, Ontario, Canada Algonquin College Full time

Position Overview:

The role involves providing essential administrative assistance to the Chair, faculty, and departmental personnel within the Operations Management sector.

Key Responsibilities:

  • Deliver comprehensive administrative support to the Chair, including:
    • Organizing and maintaining diverse filing systems and records.
    • Acting as the primary contact for inquiries from students and staff, including scheduling meetings and managing data.
    • Entering leave data for the Chair's approval as the Timekeeper.
    • Coordinating meetings with various stakeholders, including department coordinators and advisory committees.
    • Documenting minutes from meetings and distributing them to relevant parties.
    • Processing invoices and managing departmental financial documentation.
    • Preparing materials for faculty recruitment and performance evaluations.
    • Sorting and distributing incoming correspondence.
  • Assist department faculty by:
    • Managing textbook orders and liaising with the College bookstore to ensure timely delivery.
    • Providing guidance on College policies and procedures.
    • Compiling examination requirements and ensuring accuracy in scheduling.
    • Coordinating exam invigilation schedules and printing requests.
    • Facilitating the online grade submission process and resolving any issues.
    • Organizing office space for staff and faculty in collaboration with financial analysts.
  • Perform additional duties as assigned, including:
    • Maintaining office equipment and supplies.
    • Ensuring adequate inventory of classroom and office materials.

Qualifications:

  • A minimum of a two-year diploma or equivalent in Office Administration.
  • At least three years of relevant experience in a responsible administrative support role.

Work Schedule:

This position offers a structured part-time schedule, ensuring a balanced work-life environment.

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