Administrative Assistant - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

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Job Title:Administrative Assistant (3 Vacancies)**:

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Requisition #:23-504**:

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Campus: Doon

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Department: School of Business

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Payband: F

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Starting Rate: $28.85

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Payband Range: $ $33.44

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Hours/Week: 37.5

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Posting Date: Tuesday, August 22, 2023
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Closing Date: Monday, September 4, 2023 at 11:59 PM EST
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Vacancy Type: Support Staff

Fulltime

Full-time Support Staff Replacement Position (1 vacancy)

Full-time Support Staff New Position (2 vacancies)

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant (Dean's office) provides comprehensive administrative support using tact and diplomacy to ensure the efficient operation of the Dean's office and coordinates communication flow between Chairs, Coordinators, divisional faculty, internal and external contacts regarding administrative details of the Dean's portfolio.

The incumbent organizes daily activities for the Dean including scheduling appointments, organizing meetings, preparing written communication and reports, analyzing data and following up on action items and commitments to ensure the smooth operation of the office.

Responsibilities:

Maintaining appointment calendar for the Dean
Responding to a wide range of enquiries
Ensuring communications and paper flows are handled in an efficient manner
Compiling and preparing agendas; gathering appropriate documentation for meetings attended by the Dean
Recording and transcribing minutes of meetings
Assisting the Dean with the daytoday operations of the office which includes incoming/outgoing correspondence
Monitoring, responding and initiating action items and commitments and followup actions
Composing routine correspondence; maintaining and monitoring a bringforward system.
Assist with hr related activities (payroll distribution duties, setting up performance review meetings, communicating onboarding information with new admin and support staff)
Communication (responding to enquiries on policies and procedures, compiling newsletters, communiques and distributing school wide announcements, memos and information)
Inputs purchase requisitions and cheque requests
Allocates credit card charges
Ensures accurate FT (admin/support/faculty) salary distributions
Reconciles departmental budgets within the Dean's portfolio, at the direction of the Dean
Analysing and interpreting data relating to projects initiated by the Dean, including monitoring and reporting on project progress, as required

Qualifications:

Twoyear Diploma in Office Administration, Health Office Administration, Business, Education, Sciences, Social Sciences or Art/Humanities is required
Three years of experience providing administrative support to management in an office environment is required
Experience in postsecondary environments is preferred
Highly organized; ability to multitask and meet multiple deadlines
Demonstrating flexibility and adaptability to accommodate changing priorities
Ability to communicate effectively and respond appropriately to students, faculty, internal and external clients
Note taking/transcription skills required for meetings & minutes
Various Microsoft programs skills required (Excel, Word, Visio etc)
Analytical skills required for budgets and reports
Ability to work as part of a team as well as independently with limited supervision and for more than one supervisor
Ability to use tact and diplomacy to achieve objectives while maintaining confidentiality

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