Administrative Assistant

2 weeks ago

Oshawa, Canada Durham College Full time

Part-time Support

Oshawa • ID: SP24-12 • Part-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 the GTA’s Top 100 employers. 

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world. 

Serving the Durham Region community for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region. 

The incumbent will support the Dean, Teaching, Learning and Program Quality and department colleagues in the Centre for Teaching and Learning (CTL) to ensure a welcoming environment and efficient administrative processes. The position will provide support to areas that include Program Quality, Development and Renewal; Teaching and Learning; eLearning; Faculty Development and the Scholarship of Teaching and Learning.

DUTIES AND RESPONSIBILITIES (MAY INCLUDE BUT ARE NOT LIMITED TO):

Office administration:

Provide administrative duties in person, by telephone and email, and through synchronous and flexible technology platforms to record messages, arrange appointments, respond to a variety of inquiries, and run face-to-face and/or virtual meetings using the appropriate technologies. Process incoming/outgoing mail, including emails and messages from multiple accounts in a timely manner. Provide administrative support to employees to arrange catering, room bookings and travel, and schedule for training / meeting rooms. Adhering to corporate policies and procedures, provide finance administration to process expense reports and invoices, corporate purchasing card reconciliation, report printing, account reconciliation, miscellaneous institutional forms, etc. Supporting procurement of equipment and software for Centre and faculty development needs in alignment with corporate policies and procedures. Ensure CTL colleagues and collaborative spaces have the supplies and equipment they require and in working order by liaising with vendors as needed; ordering supplies. Adhering to institutional processes, input and track attendance records for the department team.

Meeting management and professional development administration:

Support the Dean and CTL colleagues with a number of committees, working groups, task forces and focus groups for teaching; eLearning; program quality, program development, and program review and renewal initiatives. Support Academic Professional Development (PD) days, new faculty orientation and other conference event needs including, but not limited to planning, room bookings, catering, vendor procurement and organization, and registration. Support procurement process for keynote speakers, course developers, desk reviewers and other external subject matter experts Collaborate with committee members to arrange meeting dates and times using Outlook and Teams effectively and efficiently, and Prepare and distribute agenda packages, coordinate room booking, etc. Record and prepare detailed minutes for staff, committee and working group/taskforce meetings for review. Use WordPress to update professional development sessions on Centre’s website, including creating registration forms and attendance rosters Use synchronous and flexible technologies during virtual meetings effectively and efficiently. Follow-up on agendas and supporting materials for appointments and meetings.

Document administration and data management:

Assist with the creation and administration of surveys, questionnaires and focus groups to internal and external stakeholders using appropriate digital software. Utilizing software applications gather, scan, develop and maintain spreadsheets, reports, documents and presentations using Microsoft 365 applications and Adobe. Create detailed reports based on data collection for professional development sessions and incoming faculty support statistics. Liaise with college departments, Faculties and other stakeholders as needed to obtain and maintain document updates. Maintain and organize department electronic and/or hardcopy records in accordance with the institutional records retention policy. Proofread documents thoroughly and seek clarification from colleagues as needed to produce the desired final document.

Teaching, eLearning and Program Quality coordination:

Support cross-functional collaboration among departmental colleagues. Provide support with session logistics such as room and/or meeting bookings, monitor class lists/registrations, reproduce handouts, prepare feedback reports, etc. Collect, tabulate, graph and summarize statistics related to training activities and audit documentation.

Communication coordination:

Liaise with colleagues to gather and share information on events, meeting, initiatives, etc... Develop and maintain a department work plan on key dates, timelines, initiatives, and sessions. Update the Professional Development website on a monthly basis using WordPress and ICE, as needed. Produce and coordinate distribution promotional items/literature.

QUALIFICATIONS:

1.A minimum of a two-year diploma in Office Administration.

2.Minimum of three years’ recent experience in a fast-paced office environment.

3.Excellent organizational, problem-solving and time management skills including the ability to set priorities and meet deadlines.

4.Require advanced proficiency in the use of technological tools including MS Outlook, word processing, spreadsheets, MS Teams, Zoom, MS Forms and OneDrive.

5.Strong digital fluency and demonstrated ability to adapt to technological changes.

6.Experience in recording and producing high quality meeting minutes.

7.Experience in data collection and reporting is required.

8.A background in the use of Banner Student Information System and FAST would be an asset.

9.Excellent customer service/communication skills (verbal, written, and digital).

10.Ability to work independently as well as work collaboratively with team members.


Required Skills

Payband: E; Starting Rate: $27.81; Four Year Rate: $32.24


Required Experience

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