Administrative Assistant - Waterloo, Canada - Conestoga College

Conestoga College

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

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Job Title:Administrative Assistant**:

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Requisition #:23-600**:

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Campus: Waterloo

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Department: School of Applied Computer Science & Information Technology

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Payband: F

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Starting Rate: $28.56

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Payband Range: $ $33.11

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Hours/Week: 37.5

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Posting Date: Thursday, August 3, 2023
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Closing Date: Sunday, August 13, 2023 at 11:59 PM EST
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Vacancy Type: Support Staff

Fulltime

Support Staff Full-time New 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 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 school.

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

Responsibilities:

Senior Administrative Support

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 (Leadership, School Wide, Coordinators 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

Academic Operations Support

Assisting with PLARs; maintaining up to date PLARs, arranging PLAR sections, confirming dates with both faculty and students and creates PLAR contracts
Assisting with HR related activities; payroll distribution duties, setting up performance review meetings
Assisting with various Parttime contract creation
Responding to enquiries on policies and procedures, compiling newsletters, communique and distributing Schoolwide announcements, memos and information

Operational Reports, Yearly Budget and Yearly Revisions

Inputting budgets by program for all ACSIT programs
Inputting Fulltime salary distributions for admin, support, and faculty
Compiling Capital budget requests and following up (orders) once approved
Analysing and interpreting data relating to projects initiated by the Dean, including monitoring and reporting on project progress, as required
Ordering office supplies for all ACSIT faculty and ensuring costs are within/below budget

Qualifications:

Twoyear Diploma in Office Administration, Business Administration, Social Sciences or Humanities
Minimum three years of relevant experience providing administrative support to senior management in an office environment; Experience in postsecondary environments is preferred
Ability to multitask and meet multiple deadlines while being constantly interrupted
Ability to communicate effectively and respond appropriately to students, faculty, internal and external clients
Notetaking/transcription skills for meetings and minutes
Various Microsoft program skills (Excel, Word, Visio, etc.)
Analytical skills required for budgets and reports
Highly organized and flexible to accommodate changing priorities
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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