Administrative Support Specialist

2 weeks 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. The ideal candidate will be a team player who can work independently and collaboratively to provide administrative support, while adhering to policies, procedures, and processes.

Key Responsibilities:

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

Required Skills:

  • Excellent attention to detail, and the 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 an 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.

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 3 years and including 5 years of experience as an administrative assistant, within a similar environment.
  • An equivalent combination of education and related experience may be considered.

Knowledge:

  • 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 a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization, and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the university's policies for accommodating employees with disabilities please review the university's .

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa, and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 8/12/2024

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