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Administrative Coordinator

2 months ago

Oshawa, Ontario, Canada Ontario Tech University Full time

Job Summary:

The Administrative Assistant will provide high-level administrative support to several units within the Office of the Provost at Ontario Tech University. This role requires a team player who can work independently and collaboratively with others to perform a variety of duties while adhering to policies, procedures, and processes.

Key Responsibilities:

  • Provides confidential administrative support to senior administrators and other directors in the Provost Unit.
  • Manages multiple calendars and schedules while maintaining a high level of confidentiality and discretion.
  • Excellent communication skills for interacting with individuals in person, virtually, over the phone, and in various written formats.
  • Supports meeting and committee activities, including scheduling, agendas, and taking minutes.
  • Develops or maintains electronic documents or filing systems for management teams as required.
  • Provides reception and first point of contact for guests, students, staff, and visitors.
  • Troubleshoots and escalates office administration issues for the management team as needed.
  • Provides administrative support for ad hoc hiring committees for all units.
  • Coordinates HR administration, including EPAF and ATF requirements, and ensures onboarding processes are completed as required.
  • Works collaboratively with other administrative team members in the Office of the Provost.
  • Prepares Concur reconciliation and expense claims.
  • Assists in coordinating travel arrangements as required.
  • Other administrative duties as assigned by the management team.

Required Skills:

  • Excellent attention to detail and ability to manage high volume and multiple demands.
  • Ability to maintain confidentiality while handling sensitive information and exercise appropriate judgment.
  • 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, and relevant guidelines to carry out administrative support functions.
  • Strong organizational skills.
  • Ability to work independently and in a collaborative team environment.
  • Excellent time management skills and ability to take initiative.
  • Strong judgment, flexibility, and adaptability.

Required Education:

  • Completion of a formal post-secondary/college/university program of two academic years.
  • An equivalent combination of education and related experience may be considered.

Required Experience:

  • The incumbent must possess over three years of experience as an administrative assistant in a similar environment.
  • An equivalent combination of education and related experience may be considered.

Knowledge:

  • Experience working with Ontario Tech University 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 (Google Meets, Zoom, Teams).