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Administrative Support Specialist, University of Guelph-Humber

2 months ago

Toronto, Ontario, Canada Humber College Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Support Coordinator to join our team at Humber College. The successful candidate will provide administrative support to the Chair and Assistant Program Head, as well as coordinate various program-related activities and events.

Key Responsibilities
  • Administrative Support
    • Provide administrative support to the Chair and Assistant Program Head, including scheduling appointments, coordinating meetings, and preparing materials for meetings.
    • Coordinate room bookings, busses and/or shuttle services, and create hotel reservations for stakeholders within the program.
    • Ensure meeting rooms and physical spaces within the program area are maintained for stakeholder meetings or activities.
  • Program Support
    • Provide program-related support, including coordinating logistics for events, preparing and distributing materials, and maintaining program records.
    • Support the implementation and operations of systems that support academic delivery, including the Learning Management System and Course Outline System.
    • Ensure course outlines are uploaded and accurate, and provide support to instructors as needed.
  • Financial Support
    • Create and submit expense reports for the Chair and Assistant Program Head, utilizing various technologies or reports in accordance with policies and procedures.
    • Facilitate purchases on behalf of the program, with respective approvals.
  • Human Resources Support
    • Provide support to the Chair/Assistant Program Head to ensure courses are staffed each semester.
    • Liaise with Humber personnel to follow-up on outstanding Humber instructor requisitions and/or contracts.
    • Liaise with Academic Services at Guelph-Humber to follow-up on outstanding Guelph instructor requisitions and/or contracts.
  • Event Support
    • Prepare and participate in activities, acting as the main program liaison to coordinate logistics that support university-wide and program-related events.
    • Organize and develop materials for program-specific events/activities, and work closely with respective stakeholders at the university to ensure alignment to the University brand guidelines-requirements.
Requirements
  • Education
    • 4-year degree or equivalent in Commerce, Business Administration, Human Resources, Management.
  • Experience and Skills
    • Minimum of three (3) years related experience supporting administration or office management.
    • Demonstrated skill and high-level of proficiency with Microsoft Office products, Adobe, and databases.
    • Demonstrated literacy and digital fluency with systems.
    • Excellent administrative skills, including strong organizational skills and the ability to manage conflicting priorities and competing deadlines.
    • Experience providing program or event-based administrative support, ideally in higher education or the non-profit sector.
    • Experience analyzing, collecting, organizing data, including generating reports.
    • Ability to multi-task in a fast-paced environment and effectively prioritize activities.
    • Demonstrated ability to take initiative to improve processes.
    • Ability to work well independently but also as part of a team.
    • Ability to stay well-informed on policies, rules, regulations, and guidelines.
    • Exceptional communication skills, written and verbal.
    • Demonstrated commitment to equity, diversity, and inclusion in all work responsibilities and in collaborative workplace practices.