Administrative Assistant - Waterloo, Canada - Conestoga College

Conestoga College

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details

Job Title:

Administrative Assistant

Requisition #:

22-861R1

Campus:

Waterloo

Department:

School of Applied Computer Science & Information Technology

Payband:

E

Starting Rate:

$26.47

Payband Range:

$ $30.69

Hours/Week:

35

Posting Date:

Wednesday, June 14, 2023

Closing Date:

Wednesday, June 21, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time

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)

We require a qualified individual to provide a variety of administrative and clerical support services to the Chair, School of Applied Computer Science and IT.

The incumbent provides support to post-secondary programs and is responsible for developing and maintaining effective administrative procedures.

Responsibilities:

Preforming reception duties and handling inquires from internal and external clients
Booking meetings and appointments, organizing materials required for meetings, taking minutes and following up on action items
Monitoring directives and taking appropriate followup action to ensure information is received to meet required deadlines
Coordinating administration of SATs and performance evaluations; maintaining appropriate paper and electronic filing system; contracting parttime staff to assist with SATs if required
Monitoring employee absence/vacation records for department employees
Providing initial orientation for new full and parttime department employees; including arranging for office space, materials and resources
Maintaining a listing of full and parttime faculty and staff and teaching/job assignments; working with the scheduling department on faculty timetables and SWF assignments
Responding to inquiries from faculty and staff regarding processes, policies and procedures
Gathering, tracking and filing course information for parttime faculty
Requesting wage calculations from Human Resources for new hires; loading meet based contract information, creating employment contract requests and tracking and resolving issues
Coordinating the PLAR process for programs under the Chair; explaining process to students; checking tests on file; faculty availability; following up, etc.
Preparing, analysing and inputting data into budget system; resolving discrepancies
Reviewing contract employee payroll records
Tracking, maintaining and submitting department lists
Providing administrative support and acts as the PAC Assistant for program advisory committees under the Chair of Applied Computer Science & IT
Assisting with the execution of special projects between Conestoga and external agencies and corporations such as other Universities and Colleges, industrial and corporate organizations

Qualifications:

Twoyear Diploma in Office Administration-Executive, Business or a related field of study
Three years of practical experience working with and supporting various levels of management, to include taking and transcribing minutes and the use of Microsoft Office products
Indepth knowledge of Microsoft Office products, including working with databases and Excel
Knowledge of Learning Management Systems is considered an asset
Excellent organizational skills, oral and written communication skills
Strong interpersonal skills with the ability to communicate professionally, tactfully and diplomatically
Ability to take initiative and solve problems/issues that arise
Knowledge of engineering and/or information technology industries is considered an asset
Demonstrated mathematical skills for tracking of expenditures, verifying invoices, and budgeting

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