Administrative Coordinator

4 weeks ago

Oshawa, Ontario, Canada Ontario Tech University Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide high-level administrative support to several units within the Office of the Provost. The successful candidate will be a team player who can work independently and collaboratively with others to achieve shared goals.

Key Responsibilities
  • Provide confidential administrative support to the AVP DIB and other Directors in the Provost Unit as assigned.
  • Manage multiple calendars and schedules while maintaining a high level of confidentiality and discretion.
  • Develop and maintain electronic documents or filing systems for the management teams as required.
  • Provide meeting and committee support including scheduling, agendas, and taking minutes.
  • Coordinate the HR EPAF and ATF requirements and ensure that the onboarding processes are completed as required.
  • Work collaboratively and coordinate administrative work with other administrative team members in the Office of the Provost.
  • Prepare Concur reconciliation and expense claims.
  • Assist in the coordination of travel arrangements as required.
Requirements
  • Excellent attention to detail and ability to manage high volume and multiple demands.
  • Ability to maintain a high level of confidentiality while handling sensitive information and exercise appropriate judgment while working with this information.
  • Positive attitude and excellent ability to build relationships with multiple teams and stakeholders.
  • Excellent communication and interpersonal skills.
  • Ability to read and interpret policies, procedures, relevant guidelines, and other documents to carry out administrative support functions.
  • Strong organizational skills.
  • Ability to work independently and in a collaborative team environment.
  • Excellent time management skills and the ability to take initiative.
  • Strong judgment, flexibility, and adaptability.
Education and Experience
  • Completion of a formal post-secondary/college/university program of two academic years.
  • Over 3 years of experience as an administrative assistant, including 5 years of experience in a similar environment.
Knowledge and Skills
  • Experience working with Ontario Tech U systems (FAST, Banner, EPAF, Concur) would be an asset.
  • Intermediate to advanced knowledge and skills using Microsoft Office software Word, Excel, PowerPoint.
  • Intermediate to advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams.
How to Apply

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until August 7, 2024, or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

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