Part-time Administrative Assistant

Department:
Finance and Administrative Services

Position Type:
Part-Time Support

Salary Range:
$22.28-$25.78-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
January 06, 2025

Length of Contract:
n/a

Posting Information

Posting Closing Date:
November 22, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:
This part-time position assists the Executive Assistant to the Chief Financial Officer by providing comprehensive administrative support to the Finance and Administrative Services Department. The role is essential in ensuring smooth departmental operations, especially in the following key areas:
- New Hire Process Support: Coordinate hiring committees, manage calendar invites, and prepare associated documentation to ensure a successful hiring process.- Mail and Communication Coordination: Oversee the distribution and organization of incoming and outgoing mail and interoffice communications.- Website Updates: Maintain and update departmental websites as directed by department managers, ensuring timely and accurate information is shared.- Memo Drafting: Compose and distribute professional memos related to department policies, announcements, or procedural updates.- Reception Duties: Serve as the primary receptionist for the department, greeting visitors, answering phone calls, and directing inquiries to the appropriate staff.

Required Qualifications:
- Minimum two (2) year Office Administration Diploma or equivalent;- Minimum of two (2) years' experience in administrative assistant position;- Human Resources or Recruitment Experience- Experience in recruitment coordination: Familiarity with organizing and supporting the hiring process, such as scheduling interviews, managing hiring committee logistics, and handling new hire documentation;-
- Knowledge of HR policies: Understanding recruitment policies, confidentiality practices, and compliance with labor laws or organizational standards during the hiring process.-
- Office Administration and Coordination- Interoffice communication management: Experience in managing interoffice mail, memos, and other forms of internal communication, ensuring smooth distribution of information;-
- Meeting and event planning: Experience in scheduling, planning, and executing meetings, including managing invitations, room bookings, logistics, and material preparation.-
- Website Management and Content Updating- Basic web management experience: Familiarity with updating departmental websites, using content management systems (CMS) such as WordPress or Drupal, and ensuring website accuracy;-
- Document uploading and formatting: Experience in ensuring that web content (documents, forms, links) is properly formatted and easily accessible.-
- Document Management and Organization- Handling confidential documents: Experience in managing sensitive or confidential documentation, including new hire forms, meeting minutes, and interoffice correspondence;-
- Archiving and filing: Experience in organizing and maintaining electronic or physical files for easy retrieval and secure storage.-
- Calendar and Time Management- Scheduling: Proficiency in managing calendars for individuals or departments, coordinating meetings, and scheduling appointments while handling conflicts and ensuring availability;-
- Time management tools: Familiarity with digital scheduling tools such as Microsoft Outlook, Google Calendar, or similar platforms.-
- Communication and Coordination- Interdepartmental coordination: Experience in liaising between different departments to ensure that administrative processes, like recruitment or departmental meetings, are conducted smoothly.-
- Experience in Finance or Administrative Services (preferred)- Familiarity with financial processes: Experience in finance-related administrative tasks, such as handling invoices, budget reports, or financial documentation, would be valuable. Anticipated Weekly Schedule:
- Wednesday: 8 Hours- Thursday: 8 Hours- Friday: 8 Hours
- This position is paid at Payband 8
- Vacancy is for P2151

This position requires regular on-site work at Algonquin College’s Woodroffe (Ottawa) Campus