Administrative Assistant - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details

Job Title:

Administrative Assistant

Requisition #:

23-570

Campus:

Kitchener

Department:

School of Business

Payband:

E

Starting Rate:

$26.47

Payband Range:

$ $30.69

Hours/Week:

35

Posting Date:

Friday, April 14, 2023

Closing Date:

Sunday, April 23, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Replacement Position (May 1, March 29, 2024)

(Full-time Support Staff will be given first consideration)

The Administrative Assistant provides a variety of administrative support services for the School of Business and specifically to the Office of the Chair.

The individual oversees and implements key processes such as contracts, administrative processes related to faculty teaching assignments (loadings) and new-hire correspondence.

The incumbent also organizes and monitors the completion of School responsibilities in areas such as Student Appraisal of Teaching (SATs), Student Satisfaction Surveys, data collection for inter-departmental use and the successful and timely completion of course outline reviews.

The Administrative Assistant responds to queries for the Chairs, Program Managers and for the School, provides recommendations on administrative processes, and helps organize meetings and the calendar of the Chair.

Responsibilities:

Organizes, monitors, and supports the completion of Academic Administrative processes, such as course/faculty loadings, contracts, SATs, Student Satisfaction Surveys, course outline review, and newhire correspondence; Consults with the Chairs, Program Managers and other areas as required, creates a plan, contacts faculty to inform them, schedule them and remind them as required, tracks the progress regarding the implementation of said processes, and provides regular reporting to various stakeholders (including the Chair) in regard to the timely completion of these processes every semester
Responds to a variety of inquiries that require knowledge of the College policies, procedures, and services as well as School of Business practices. These inquires could be from students, faculty, or any other stakeholder in the College, relating to admissions, registrations, academic policies, and procedures
Reviews and assesses incoming mail, notifying the Chairs about material requiring attention/action
Ensures correspondence is assigned to appropriate Chair and that responses are sent to meet deadlines
Verbally reminds the Chair of items when deadlines are approaching
Organizes the daily activities of the Chairs including maintaining calendar, booking appointments, and arranging meetings, handling incoming/outgoing mail and handling telephone calls and facetoface communications
Maintains documentation pertaining to academic policies and procedures as well as general college policies and procedures manuals. Updates information into databases and spreadsheets as required

Qualifications:

Twoyear Diploma in Education, Business Administration, Arts/Humanities, Social Sciences or related field
Minimum two years of practical experience in an Office Assistant capacity, working for managers is required
Ability to learn and utilize new processes quickly and accurately
Strong organizational skills and attention to detail
Excellent interpersonal skills and the capability to communicate professionally, tactfully and diplomatically
Possesses initiative and problemsolving ability
Effective minute taking and editing skills
Excellent oral and written communication skills

LI-POST