Requisition Details
Support Staff Full-time Replacement Position
(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)
The Administrative Assistant provides comprehensive administrative support to ensure the efficient operation of the Dean’s office and responds to a wide range of external inquiries and queries from internal College departments regarding administrative details of the school. The incumbent supports the Dean with administrative tasks including scheduling appointments, organizing meetings, handling phone calls, preparing written communication and reports, preparing budgets, and tracking requests for information both to and from the office. All support is provided in a timely and confidential manner.
The Administrative Assistant is the key contact for outside agencies and the public in the administration of the department. As such, the incumbent carries a significant public relations responsibility and is expected to be resourceful, require minimal guidance, and have excellent communication and interpersonal skills.
The successful candidate will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 3 days on-site, and 2 days working remotely.
Responsibilities:
Provides Senior Administrative Support to the Dean
- Monitoring, preparing, and processing correspondence
- Supporting the Dean by booking meeting rooms, setting up regular meetings with direct reports, ensuring desk time is accounted for, etc.
- Making travel arrangements when flights and/or hotels are required
- Tracking mileage and other travel expenses
- Record keeping and maintaining an active and current filing system
- Maintaining a tracking system and performing necessary research and follow-up to ensure timely and complete responses to requests for information
- Taking and distributing minutes of the School of Trades and Apprenticeship (STA) team and other meetings as required
- Supporting the maintenance of organization chart for Trades
Supports the work of the Dean
- Performing research to gather and assemble information relating to a topic/project
- Gathering and assembling data from multiple sources into spreadsheets and presenting the information in a useful format
- Analysing and interpreting data relating to projects initiated by the Dean, including monitoring and reporting on project progress, as required
- Prepares the annual and revised budget data input for TM1 and supports ACG (Apprenticeship Capital Grant) spending and reporting
Supports the School of Trades & Apprenticeship
- Responding to inquiries from the public, industry, government agencies, and educational institutions regarding programs and activities
- Supporting the resolution of problems relating to students and employees
- Assisting with planning and coordinating special and industry events and tours by outside agencies which may involve other college departments, trade associations, and major suppliers
- Assisting with the reception of visitors, employees, and students to the Admin Office of Cambridge Campus
- Supporting the administrative components for annual or special events such as Trades Awards, Trades Summit, and others in the School
Qualifications:
- Two-year Diploma in Office Administration, Business, or a related field of study
- Three years of experience working in a clerical or administrative support role
- Excellent organizational skills, analytical skills, and the ability to work with detail
- Sets objectives, establishes priorities, develops plans, meets deadlines, anticipates problems, adapts to changes, and uses resources effectively
- Excellent written and verbal communication
- Efficient minute taking
- Ability to take initiative and problem solve
- Exercises sound judgment
- Research skills primarily related to information gathering
- Proficiency in Word, Excel, E-mail, Visio, SharePoint
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