Assistant, School of IT Admin

4 weeks ago

Toronto, Canada Seneca Full time
Position Summary

As the Assistant for the School of Information Technology Administration & Security (ITAS), the incumbent will be the first point of contact for all inquiries and will have a pivotal role in faculty and staff support. Additionally, this will also be a key in organizing the financial, administrative, and logistical aspects of department events, including budget management, venue coordination, and registration.

This role is primarily based at the Newnham campus and may occasionally be assigned to other Seneca campuses based on operational needs. 

Responsibilities


Office Coordination

  • Responsible for mail distribution, shipping, and receiving within the department.
  • Manages inventory of all department supplies (teaching, office, marketing, etc.).
  • Assists in office equipment and technology usage to staff and faculty.
  • Ensures office equipment (Eg: photocopier) availability and maintenance. Requests service call requests.
  • Produces routine correspondence for program areas.
  • Updates and maintains intranet sites for students and staff.
  • Manages school staff list and e-mail lists.
  • Arranges travel for faculty and staff.
  • Tracks external professional development opportunities for the department

Financial & Budget Support

  • Initiates and processes invoice requisitions, purchase requisitions, and journal vouchers.
  • Prepares and tracks contracts for adjunct teachers, coop students, lab assistants, and other positions as required.
  • Manages budget replacement documentation and journal vouchers.
  • Supports capital budget purchases, tracking expenditures, and providing reports to the Academic Program Manager/Chair.
  • Provides regular status and financial reports.

Exams Coordination

  • Collects exams for courses and manages the approval process, notifying the Academic Program Manager/Chair of missing exams.
  • Archives electronic copies of exams and disposes of paper exams according to college policy.
  • Assists with invigilation when required.
  • Tracks and coordinates communication with students receiving SUP/DEF exams.
  • Ensures all SUP/DEF/INC marks are received by week 2 of the next semester and provides reports to the Academic Program Manager/Chair.

Event Coordination

  • Books meeting rooms and coordinates catering for school events and meetings.
  • Arrange parking passes for guest speakers, PAC committee, and other guests, tracking usage.
  • Provide coordination support for outreach events (registration forms, flyers, name tags, etc.).
  • Organizes Promotion Committee meetings, including food orders and email reminders.
  • Attends and organizes Program Advisory Committee meetings, creating agendas and minutes.
  • Manages overall project coordination for all School events, including budget tracking.

Administrative Support

  • Responds promptly and professionally to inquiries, using i3 when required, and redirects as necessary for all schools in the area.
  • Maintains the office area (including front and back office and all meeting rooms) in a tidy and professional manner, ensuring front desk coverage during office hours.
  • Communicates with various departments (Security, Test Centre, ITS, Accounting, and Printing) to support faculty, staff, students, and the school.
  • Collects, organizes, and maintains reports and documentation related to academic integrity and appeals.
  • Tracks and manages detailed grade files for all department courses.
  • Maintains electronic files of Course Outlines and Addendums, coordinating with faculty, Program Coordinators, and the Chair as needed.
  • Handles distribution, tracking, submission, and filing of full-time faculty SWF documents each semester.
  • Provides administrative support to the Academic Program Manager/Chair, including filing and report creation.
  • Coordinates textbook orders each semester, tracking requirements, contacting publishers, updating subject outlines, checking delivery status, and ordering desk copies for faculty.
  • Provides coverage for the other school while their Assistant is absent, including ordering supplies, arranging for new faculty/staff, etc.
Qualifications


Education

  • Minimum completed two (2) year diploma or equivalent in Business Administration or a related field.

Experience

  • Minimum two (2) years experience in office coordination and/or financial management/ bookkeeping.
  • Office coordination experience within a post-secondary environment is an asset.

Skills

  • Advanced computer skills, including extensive knowledge of all current Microsoft Office applications and basic operational knowledge of modern office technology 
  • Skilled in managing tasks, time, and resources to attain objectives and meet deadlines. 
  • Demonstrates the capability to convey information clearly and effectively through diverse channels, encompassing both written and verbal communication. 
  • Offers outstanding service and support to clients, students, or colleagues, ensuring their needs are met. 
  • Adaptable to shifting circumstances, tasks, and priorities, ensuring seamless workflow. 

Note: A skills assessment test will be administered during the recruitment process.

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted.  Equivalency will be assessed by the talent acquisition team.

  • School Nurse/ Office Admin Assistant

    3 weeks ago

    Toronto, Canada Bialik Hebrew Day School - Viewmount Branch Full time

    Bialik School Nurse/ Office Admin Assistant Maternity Leave Bialik Hebrew Day School is a thriving Jewish day school educating 1,500 students at two GTA branches in midtown Toronto and Vaughan. Bialik’s success has been built on a program that blends a uniquely relevant Jewish mission with academic excellence. Bialik seeks a dedicated, compassionate...

  • Admin Assistant/receptionist

    5 days ago

    Toronto, Canada Chess'n Math Association Full time

    Wanted**:Full-time** admin assistant for Chess n' Math & Strategy Games on the Danforth. Office admin & store sales. **Mon - Fri: 10 - 6 pm** **Tue - Sat: 10 - 6pm** Knowledge of board games/chess is an advantage. Schedule: - Day shift - Weekend availability Ability to commute/relocate: - Toronto, ON: reliably commute or plan to relocate before...

  • Middleware Admin

    4 weeks ago

    Toronto, Canada Atlantis IT group Full time

    **Role: Middleware Admin** **Location: Toronto, ON** **Duration - Long Term** Excellent UNIX (AIX preferred) experience Excellent Windows Server 2000 and 2003 admin experience HPUX experience a definite asset. Experience with WebSphere 5, 6 and 7 Experience with Jboss 6 and 7 IIS experience would be an asset Working knowledge of SQL, Oracle or DB2...

  • Network Admin

    1 month ago

    Toronto, Canada Atlantis IT group Full time

    **Network Admin** **Montreal, QC** **Long Term Contract** **Client needs a Network Admin who have exp. **configuring / troubleshooting the enterprise networks (OEMs - Cisco/Juniper).** Excellent network administration and troubleshooting skills. Good Understanding and troubleshooting skills of TCP/IP, Switching &Routing protocols, MPLS, Load...

  • Sas Viya Admin

    1 month ago

    Toronto, Canada Atlantis IT group Full time

    **Role: SAS VIYA ADMIN** **Location: Toronto, ON** **Duration - Long Term** **Role**: Senior support Analyst with SAS VIYA Admin m Credit Risk, IFRS9 background to provide production support for Bank's Credit Risk platform. The job will involve: Managing Regulatory batches on the SAS VIYA platform Investigating (debugging, troubleshooting ) technical...

  • Admin Assistant Physician Respirology Admin

    4 weeks ago

    Toronto, Ontario, Canada Providence Health Care Full time

    Admin Assistant Physician Respirology Admin (Job ID: 4533)The Admin Assistant formally reports to the Clinical Leader Manager (CLM) while providing day-to-day clinical and administrative support to a physician, or group of physicians. The Admin Assistant coordinates daily activities of the physician's office/clinic and ensures smooth functioning of the...

  • Admin Assistant

    1 month ago

    Toronto, Canada ALSTOM Full time

    Req ID:431331 Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility...

  • Admin Assistant

    1 month ago

    Toronto, Canada TD Bank Full time

    **TD Description** Stay current and competitive. Carve out a career for yourself. Grow with us. **Department Overview** The legendary customer experience is paramount to everything we do at TD and to achieve the same, our executives seek out and rely on exceptional administrative and executive assistance support. Our administrative and executive...

  • Admin Assistant

    4 weeks ago

    Toronto, Canada TD Bank Full time

    **TD Description** Stay current and competitive. Carve out a career for yourself. Grow with us. **Department Overview** The legendary customer experience is paramount to everything we do at TD and to achieve the same, our executives seek out and rely on exceptional administrative and executive assistance support. Our administrative and executive...

  • Admin and Assistant to Production

    1 month ago

    Toronto, Canada The Print Market Full time

    **Admin and Production Assitant** We are the leading marketing company that offers state-of-the-art online, digital, and print for the high-end real estate industry. An immediate part-time and freelance opportunity exists for and accounts administrator with addition roles in online and print production assistance and scheduling. RESPONSIBILITIES: This...

  • Hadoop Admin @ Toronto,on

    1 month ago

    Toronto, Canada Atlantis IT group Full time

    **Role : Hadoop Admin** **Location: Toronto, ON** **Duration : Long Term** Skills and Responsibilities: Netezza appliance administration. Monitoring hardware of the appliance and networks connected to the appliance. Platform and firmware upgrade with assistance from IBM Support. Work with IBM Support to fix any hardware issues such as Disk failures, SPU...

  • Pt Admin Assistant

    1 month ago

    Toronto, Canada Andalusia Speech Therapy Inc. Full time

    Andalusia Speech Therapy is hiring a **permanent PT Admin Assistant** with the possibility of a fully remote position or a hybrid model. **About Us** Andalusia Speech Therapy is founded by a woman of color and encourages diversity and inclusivity in all its practices. The clinic operates in multiple cities across Ontario and British Columbia, offers online...

  • Admin Assistant

    5 days ago

    Toronto, Canada Enoch Consulting Group Full time

    Enoch Consulting Group is a company serving thousands of international students and new immigrant families to start their new lives in Canada. Due to the increasing workloads and company development needs, we are hiring General Admin Assistant to join our team. **Position Summary** The general administrative assistant performs tasks as necessary to support...

  • Admin Assistant

    1 month ago

    Toronto, Ontario, Canada Providence Health Care Full time

    Admin Assistant - Physician, Pediatric Clinic Admin (Job ID: 4352)This part-time Administrative Assistant position in the Pediatric Department will be primarily responsible for medical education coordination This includes coordinating scheduling and onboarding of medical students, clerks, residents and fellows in the Pediatric department. Duties and...

  • Reception/administrative Assistant for Music School

    1 month ago

    Toronto, Canada Willowdale School of Music Full time

    Willowdale School of Music is hiring organized, warm and welcoming School Assistants to join our Administrative team beginning September 1, 2023. **To apply, interested applicants should submit both a cover letter and resume.** We are looking to fill the following positions: - Weekdays: 3:00 - 8:00 PM - Weekends: 8:00 AM - 3:00 PM **Contract**: - The...

  • Reception/ Admin Assistant

    2 weeks ago

    Toronto, Canada Randstad Canada Full time

    We are seeking a highly motivated Recepetion/ Admin Assistan for our Client in the public accounting sector. They are a Mid-size practice who prides themself on offering an interactive and friendly environment fostering teamwork, knowledge sharing, professionalism, and continuous improvement. The ideal candidate can perform assigned tasks independently and...

  • Aws DevOps Admin L3

    1 month ago

    Toronto, Canada Atlantis IT group Full time

    **AWS DevOps Admin L3** **Toronto, ON - hybrid (Full Time)** **Skills and Responsibilities**: 10+ years overall experience in IT. AWS dev Ops engineer with 3+ years of experience with EC2, VPC, Security groups, Load balancer, s3, Lambda, DynamoDB, CloudWatch, Cloud trail, Cloud formation. Scripting /programming like: CloudFormation, ansible, Python, shell...

  • Admin Assistant

    1 month ago

    Toronto, Canada ALSTOM Full time

    Req ID:409842 Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility...

  • Contract Admin Assistant

    1 month ago

    Toronto, Canada The Neighbourhood Group Full time

    **The Neighbourhood Group (TNG) is a multi-service agency that includes Central Neighbourhood House, Neighbourhood Link Support Services and St. Stephen’s Community House** - JOB OPPORTUNITY Job# TNG2023-219 **POSITION TITLE**:Contract Admin Assistant - Housing **DEPARTMENT**:Housing **STATUS**:Contract Full-Time, CUPE 7797 **# HRS / WEEK**:35 **CONTRACT...

  • Admin Assistant Physician

    2 weeks ago

    Toronto, Ontario, Canada St Michael's hospital Full time

    Admin Assistant Physician - Cardiovascular Surgery (Job ID: 4763)The Administrative Assistant formally reports to the Clinical Leader Manager (CLM) while providing day-to-day administrative support to a physician, or group of physicians for the Division of Cardiovascular Surgery.The Administrative Assistant coordinates the daily activities of the physician's...