Administrative Assistant, Office of The Vice - Hamilton, Canada - Mohawk College

Mohawk College

Verified Company

Hamilton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Assistant, Office of the Vice President, Academic - Temporary Assignment

Status:
Temporary Assignment (June December 2024)

Hours:
Monday to Friday; 35 hours/week

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Home Campus:Fennell

Pay Band:8

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Rate of Pay:$62,160

-
$77,699

Posting Date:

***February 16th, 2023

Closing Date:

***February 23rd, 2023 at 7:00pm EST

We support and encourage the contributions of our diverse employees.

Supported by our strategic plan we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk.

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce.

As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Administrative Assistant, Office of the Vice President, Academic

Reporting to the Vice President, Academic, the Administrative Assistant provides a wide variety of administrative and executive secretarial support to enable the Vice President to effectively lead the Division.

The incumbent works very closely with the Vice President and has a genuine appreciation for, and understanding of protocol, discretion and professionalism.

The scope of the support provided is extremely varied and of high volume with constant prioritizing and shifting of activities.

The work requires meticulous attention to detail, high communication skills with internal and external contacts, and extensive knowledge of the College and its policies, procedures and practices.

The incumbent also provides support to the Divisional Coordinator, and works closely with the Administrative Assistants, the President, Vice-Presidents and other staff in the Executive Suite and assists in co-ordinating work for the Receptionist.

In order to provide effective and efficient services, it is expected that the incumbent be flexible in terms of hours of work and maintains confidentiality, diplomacy and tact at all times.

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RESPONSIBILITIES:The duties of this position will include, but are not limited to the following:

Provides key administrative support to the Vice President by:

Facilitating scheduling logistics and ensuring priority tasks are addressed as per expectations to meet deadlines.
Responding, verbally or in writing, to inquiries on general and sensitive issues from internal and external groups and individuals on behalf of the Vice President.
Identifying contentious issues, traces/investigates information and resolves administrative problems associated with the Office of the Vice President.
Preparing correspondence, presentations, reports, minutes, notes, etc. at the direction of the Vice President, ensuring a high level of standards are maintained.
Coordinating all backup documentation for items requiring the Vice President's written approval and facilitating timely approval of such documents.
Ensuring maintenance of a comprehensive filing system, both through electronic and manual files.
Coordinating travel arrangements; including accommodation and conference registration, health insurance, visas, itinerary, meetings and other special arrangements for the Vice President, and others as appropriate.
Support all meetings (internal and external) where the VPA leads.

Manages the Vice President's calendar, by:

Providing constant attention to the Vice President's dynamic schedule to ensure accuracy of time, location, directions, and meeting materials and confirming attendees.
Establishing regularly scheduled meetings with College staff and external partners/committees/boards.
Using initiative, organizes necessary meeting logistics and materials.
Inviting individuals (staff, students, governors, partners, etc.) to accompany or represent the Vice President at events, which includes accompanying duties (e.g. order tickets, process payments, respond to organizers, track receipt of tickets and distribute them, organize convening times and travel arrangements, etc.).

Provides assistance to the Vice President on the budget, by:

Ensuring expenses are charged to the correct FOAPAL.
Tracking expenses against the budget.
Assisting with budget preparation and planning as requested.
Providing quarterly reports on budget versus expenses, and proactively identifying problems (i.e. overexpenditures), providing reconciliation as requested.
Preparing expenditure transfers as required.

Provides assistance to the Divisional Coordinator, by:

Providing alerts to reporting requirements, initiating and actioning items for follow-up within the Division.
Collecting and coordinating information, and summarizing data.
Arranging meetings, taking meeting note and preparing minutes.

Provides assistance to all members of the Executive Office, by: