Administrative Assistant, Information and - Ottawa, Canada - Algonquin College

Algonquin College

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department:
ICT Systems & Networking (John Dallas)

Position Type:
Full-Time Support

Salary Range:
$26.47-$30.69-Hourly

Scheduled Weekly Hours:
36.25

Anticipated Start Date:
September 18, 2023

Length of Contract:
21 Months

Posting Information

Posting Closing Date:
September 6, 2023

Please note:
jobs are posted until 12:01 am on the job closing date.

Job Description:

The incumbent provides a wide range of administrative and secretarial support to the Academic Chairs (2) of the Information and Communications Technology Department, provides secretarial and administrative support to the department Coordinators and Academic Advisors, and coordinates administrative assignments with deadlines.

Duties and Responsibilities:

Maintains Academic Chair's calendar. Schedules and recommends appointments / cancellation / postponement when scheduling conflicts arise. Books meeting rooms, arranges meetings with stakeholders / participants, prepares related material for meetings, orders as required by Academic Chair refreshments for meetings hosted by department;
Gathers facts and researches individual cases, responds to student complaints and concerns by providing guidance specialized to the individual's situation prior to a meeting with the Academic Chair;
Prepares a file for Academic Chair's review prior to any appointment with a student (researching student records as required);
Records and drafts minutes of meetings and committees chaired by the Academic Chair;
Administers academic policies and department operating procedures
Prepares, verifies and maintains departmental leave records for all departmental staff in Workday
Maintains administrative paper and electronic filing system for Academic Chair;
Liaises with other College units, as required, in order to assist the Academic Chair in resolving problems;
Assists Academic Chair with staff hiring (correspondence with selection committee members and applicants, preparation of interview schedules, vetting of resumes, etc);
Handles travel arrangements of Academic Chair;

Provides and/or delegates administrative and secretarial support to the Academic Coordinators, Academic Advisors and Support Staff:

Distributes and ensures prompt return of a variety of student-related documents including: exemptions, plagiarism/academic dishonesty cases, learning contracts, withdrawal, course drop/add requests;
During absence of Academic Coordinators on annual leave, assists Academic Chairs in actioning the above;
Provides support to academic advisors and coordinators for non-standard course registrations; researches student historical transactional information in GeneSIS to solve issues;
Reviews and updates contact information, program progression charts, news and events on as-required basis for both Departmental and School web site;-
Tracks approved and outstanding course outlines and C.S.I documents in COMMS System as required;
Informs Departmental staff of mandatory staff training and tracks completion.
Assists Student Support Specialist with administration of Key Performance Indicator (KPI) and other surveys to students;
Maintains equipment and office supplies including ordering required repairs of equipment and stationery;
Handles daily interoffice mail;
Maintains administrative paper and electronic departmental filing system.
Maintains memberships for new and expiring program advisory committee members;
Inputs and updates member information in ACMS system. Schedules meetings, invites participants, assists with preparation of agenda, produces minutes, and follows up on action items as required;
Coordinates administrative deadlines;
Coordinates department deadlines, sometimes based on deadlines set by other departments;
Promotes the cooperation of faculty in meeting upcoming deadlines and ensures collection of appropriate data or documents;
Tracks grade input completion and schedules Evaluation & Promotion (E&P) meetings;
Assists with identifying student course loads and registration/timetable adjustments;
Initiates improvements in office procedures and uses optimal methods in all duties.

Required Qualifications:

Minimum two (2) year diploma or equivalent in Office Administration;
At least three (3) relevant work experience, in a client centered setting, some of which should be in a postsecondary organization;
Demonstrated leadership abilities necessary to lead and mentor other departmental administrative staff;
Tact, discretion and the ability to use sound judgment when dealing with sensitive and confidential matters;
Well developed planning, organizational and time management skills;
Ability to work with students having difficulty and to facilitate resolution to their problems;
Knowledge and comprehension of College directives, policies and procedures
Ability to gather information, analyze, evaluate, formulate and recommend appropriate courses of action;
Excellent verbal and written communication skills as well a