Administrative Assistant

7 days ago

Oshawa, Canada Ontario Tech University Full time $53,231

Administrative Assistant

Tracking Code: req1415

Faculty/Department: Office of the Provost

Number of Positions: 1

Appointment Type: Full-Time Continuing,

Hours of Work: 35 hours per week

Salary Range: Level 6 - Annual Hiring Salary, $53,231, with annual step progression in accordance with the Salary Grid.

Posting Date: November 28, 2024

Closing Date: December 4, 2024

Job Summary:
Reporting to the Assistant to the Provost, the Administrative Assistant is responsible for providing high level administrative support to several units within the Office of the Provost. The Administrative Assistant is a team player who can work independently as well as support team members doing a variety of duties, while adhering to policies, procedures and processes.

This position will provide 50% support to the AVP Diversity, Inclusion and Belonging, and 50% support to other units as assigned.

Responsibilities/accountabilities:

  • 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 on boarding 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 judgement 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
    • Verification of Academic credentials may be required

Required Experience:

  • The incumbent must possess over 3 year 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 e.g. 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 December 4, 2024 or 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+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.


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 Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

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: 12/16/2024

  • Administrative Assistant

    1 week ago

    Oshawa, Canada Adecco Full time

    Adecco in partnership with our client is currently seeking experienced Administrative Assistants to join their team on a 12 month contract. These positions are located in both Pickering and Bowmanville, ON. The role involves handling highly confidential information, providing administrative assistance to multiple managers, coordinating travel arrangements,...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Kathleen Black Coaching and Consulting Full time

    We are seeking an Administrative Assistant to join our team! You will perform clerical and administrative functions in order to drive company success. **Responsibilities**: - Administrative Tasks: Performs a variety of administrative tasks to support the operations of the business, such as entering and updating data, drafting and preparing a variety of...

  • Administrative Assistant

    2 weeks ago

    Oshawa, Canada Ontario Tech University Full time

    **Administrative Assistant** **Tracking Code**:req1415 **Faculty/Department**: Office of the Provost **Number of Positions**:1 **Appointment Type**: Full-Time Continuing, **Hours of Work**: 35 hours per week **Salary Range**:Level 6 - Annual Hiring Salary, $53,231, with annual step progression in accordance with the Salary Grid. **Posting...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Pinchin Ltd. Full time

    **Administrative Assistant** **Oshawa, ON** Today is the day to boost your career! Pinchin is seeking a Administrative Assistant to join our team in our Oshawa office. The Administrative Assistant will assist with general office duties and with the tracking coordinating of projects for our Insurance Services Team. This is a fast-paced position requiring a...

  • Administrative Assistant

    1 week ago

    Oshawa, Canada Adecco Full time

    Adecco in partnership with our client is currently seeking experienced Administrative Assistants to join their team on a 12 month contract. These positions are located in both Pickering and Bowmanville, ON. The role involves handling highly confidential information, providing administrative assistance to multiple managers, coordinating travel arrangements,...

  • Administrative Assistant

    1 week ago

    Oshawa, Canada Adecco Full time

    Adecco in partnership with our client is currently seeking experienced Administrative Assistants to join their team on a 12 month contract. These positions are located in both Pickering and Bowmanville, ON. The role involves handling highly confidential information, providing administrative assistance to multiple managers, coordinating travel arrangements,...

  • Administrative Assistant

    1 week ago

    Oshawa, Canada Adecco Full time

    Adecco in partnership with our client is currently seeking experienced Administrative Assistants to join their team on a 12 month contract. These positions are located in both Pickering and Bowmanville, ON. The role involves handling highly confidential information, providing administrative assistance to multiple managers, coordinating travel arrangements,...

  • Administrative Assistant

    3 months ago

    Oshawa, Canada Ontario Tech University Full time

    **Administrative Assistant** **Tracking Code: req1310** **Faculty/Department**: Faculty of Engineering and Applied Science **Number of Positions**:1 **Appointment Type**: Full-Time Continuing **Hours of Work**: 35 hours per week **Salary Range**:Level 6 - Starting Salary, Step 1 $55,534 **Posting Date**:September 16, 2024 **Closing Date**: September...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Lakeridge Health Full time

    LAKERIDGE HEALTH ADMINISTRATIVE ASSISTANT II (Non-Union) CORPRORATE STRATEGY FULL-TIME 8 HOUR DAY SHIFTS **Salary**: $28.12 - $38.24 Lakeridge Health Oshawa DUTIES AND RESPONSIBILITIES: QUALIFICATIONS: - Graduate of an Office Administration (Executive) Program or equivalent combination of education or experience; - Minimum 3 years' experience in an...

  • Administrative Assistant

    5 months ago

    Oshawa, Canada Ontario Tech University Full time

    Administrative Assistant Tracking Code: req1237 Faculty/Department:  Office of the Provost Number of Positions:  1 Appointment Type:  Full-Time Continuing, Hours of Work:  35 hours per week  Salary Range:  Level 6 - Annual Hiring Salary, $53,231, with annual step progression in accordance with the . Posting Date:  July 25, 2024 ...

  • Administrative Assistant

    4 weeks ago

    Oshawa, Canada Faith Place Full time

    **Faith Place Administrative Assistant** **About Faith Place**: Faith Place is a welcoming non-profit senior citizens’ apartment building located near Oshawa city centre. We provide residents of all denominations the comforts of independent living with the added assurance of extra support services, fostering an active, fulfilling, and worry-free...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Durham College Full time

    **About Durham College**: Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of...

  • Administrative Services Assistant

    2 months ago

    Oshawa, Ontario, Canada beBee Professionals Full time $35,000 - $45,000

    We are seeking a highly skilled Administrative Services Assistant to join our team at beBee Professionals in Oshawa. As an Administrative Services Assistant, you will be responsible for providing administrative support to our office operations, ensuring that our office runs efficiently and smoothly.Key Responsibilities:Provide administrative support to our...

  • Administrative Assistant

    3 months ago

    Oshawa, Canada Ben Construction Full time

    ## Job Summary # Duties - Assist in organizing and scheduling appointments, meetings, and events. - Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies. - Provide quality customer service to clients and visitors. - Assist with data entry tasks and...

  • Administrative Assistant

    2 months ago

    Oshawa, Canada Ontario Power Generation Full time

    **Location**:Oshawa, ON, CA, L1H 8W8**Req ID**:48954 **Status**: Contract (12-months) **Working Conditions**: On-Site **Education Level**:Post secondary diploma/degree in Business Administration, Communications, or a related field preferred. **Base Location**: Bowmanville, ON**Temporary Work Location**: Pickering, ON **Shifts(s)**:Days **Travel**: Yes -...

  • Executive Administrative Assistant

    2 months ago

    Oshawa, Canada Durham Catholic District School Board Full time

    The Durham Catholic District School Board is located just east of Toronto and is renowned for providing comprehensive Catholic education to over 25,000 students in 38 elementary schools, 7 secondary schools, and 7 continuing and alternative education centers throughout Durham Region. POSITION: Executive Administrative Assistant - Full-time -...

  • Business Administration Assistant

    2 months ago

    Oshawa, Ontario, Canada beBee Professionals Full time $30,000 - $45,000

    We are seeking a highly organized and detail-oriented Administrative Support Specialist to support our office team at beBee Professionals in Oshawa. As an Administrative Support Specialist, you will be responsible for handling a variety of administrative tasks, ensuring smooth day-to-day office functions.Key Responsibilities:Manage office correspondence,...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Townsend Electric Ltd. Full time

    Townsend Electric has been in business for 100 years and prides itself on having a dedicated team, strong customer service orientation, and a professional, challenging and rewarding work environment. You would be responsible for scheduling, work processing, maintaining files, handling front office reception and administration duties (including greeting...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Durham College Full time

    **About Durham College**: Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of...

  • Administrative Assistant

    6 months ago

    Oshawa, Canada Durham College Full time

    **About Durham College**: Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the...