Administrative Assistant

**Administrative Assistant - Limited Term**

**Tracking Code**:req1567

**Faculty/Department**: Office of the Provost

**Number of Positions**:1

**Appointment Type**: Limited Term, 9 months

**Hours of Work**: 35 hours per week

**Salary Range**:Level 6 - Step 1, $53,231

**Posting Date**:May 22, 2025

**Closing Date**: June 5, 2025 (7:00 pm EST)

**JOB SUMMARY**:
Reporting to the Assistant to the Provost in the Office of the Provost, the Administrative Assistant is responsible for providing high level administrative support to several units within the Office of the Provost portfolio, with a focus on the needs of the Deputy Provost leadership team. 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, supporting integrated efforts across the various areas of the portfolio, providing process efficiency, and customer service excellence.

**Responsibilities**:
1. Human Resources Administration
- Operates with discretion about personnel, Human Resources, and operational matters, maintaining confidentiality practices in all tasks
- Requires knowledge of various collective agreements and University hiring policies/procedures, Keep up-to-date on Human Resource procedures and forms
- Create HRFs for approval and ensure the proper approval flow
- Employee contract administration and processing; develop and maintain a tracking process
- Coordinate the onboarding and offboarding process
- Updating internal staffing rosters and organizational charts
- Coordinate the administration of the University Works program
- All other related duties as required

2. Confidential Administrative and Finance Support
- Provides administrative support to the Provost Unit and Deputy Provost leadership team as assigned
- Manages multiple calendars and schedules while maintaining confidentiality and discretion. Keeps track of incoming requests for meetings, ensuring follow-through by requesting availability
- Organizes and manages meeting and event logistics, booking space, rescheduling as needed
- Provide meeting and committee support including scheduling, agendas, taking minutes
- Troubleshoots and escalates office administration issues for the management team as required
- Updating process documentation for all units as required
- Attendance management and reporting
- Providing support for expenses/invoices and BMO/concur reconciliation
- Assist with tracking and reconciliation of grants and donations as required with accuracy and discretion
- Works collaboratively and coordinates administrative work with other administrative team members in the Office of the Provost
- Work collaboratively with all faculty and units across the university
- All other related duties as required

3. Special Projects and Events
- Supports the organization and planning of events (e.g. gatherings/meetings, celebrations, etc.)
- Provide support with other administrative projects as assigned, with varying degrees of confidentiality
- Process, track, report and administer event forms
- Coordinate participation in university wide events

4. Other duties as assigned
- Other duties as assigned to support the confidential and competing demands of the Office of the Provost

**Required Education**:

- Completion of a formal post-secondary/college/university program of two academic years
- A Combination of education and experience maybe considered
- Verification of Academic credentials may be required

**Required Experience**:

- Minimum of 3 years administrative experience or an equivalent combination of education and related experience may be considered
- Administrative experience in an academic environment, including knowledge of university policies and procedures.
- A Combination of education and experience maybe 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
- Advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams
- Understanding of budget development, financial record keeping and reporting

**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
- Str