Fire School Office Assistant - Sarnia, Canada - Lambton College

Lambton College

Verified Company

Sarnia, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

This is a temporary, full time support staff position replacing a bargaining unit employee. This position will start as soon as possible and end December 31, 2023. Working 35 hours per week at an hourly rate of $24.62, reporting to the Associate Dean, Fire School.

Provides principal support to the Associate Dean, Fire School Manager, Corporate Training as well as to the Manager Fire School Campus Operations.

Incumbent coordinates the day-to-day delivery of contracts - including preparation of course documents, client registration, arranging of delivery logistics, and tracking of contracts; prioritize and follow-up on multiple issues and concerns related to Industrial Fire Training at the Fire School, including those of a sensitive and/or confidential nature.

Works collaboratively with Associate Dean, Manager and Coordinators to ensure smooth operations of daily activities in Post-Secondary, and Industrial Fire Training.

Specific Accountabilities:

Maintains course waitlists, advises Business Coordinator for action
Coordinates the delivery logistics of Industrial Fire
Ensures preparedness of Training activities
First point of contact at the Fire School for faculty, students, clients and community for general information
Greets and ensures contractors onsite sign in and out
Responsible for maintaining adequate amounts of office/instructional supplies
Assigns costcentres on purchases for Manager / Business Coordinator's verification / approval
Creates Request for Accounts Receivable Invoices for Manager / Business Coordinator's verification / approval
Based on information from the Business Coordinator and Manager of Fire School Campus Operations, keeps weekly Fire School training schedule uptodate
Prepares monthly expense reports for Managers' signature and submission
Acts as a liaison between various College departments
Responds to internal and external inquiries using a sound knowledge of College Policies and Procedures, and departmental procedures
Handles faculty and clients concerns, referring only extraordinary matters to the Associate Dean
Assists in the coordination of Industrial Fire promotional activities
Maintains a current pipeline report for weekly team meetings
Develops, maintains and ensures currency of program documentation for the department (includes files, course outlines, booklists, text orders, contract information, program maps, web site, and brochures)
Maintains/reports weekly summary of delivery status and opportunities/challenges
Prepares program and contract proposals based on data from Associate Dean and Business Coordinator
Identifies areas of concern and discusses with the Manager
Other duties as assigned

Qualifications:

1year certificate, or equivalent, in Office Administration
Minimum of 2 years experience in an administrative office environment

Excellent Microsoft skills

Windows, Word, Excel, PowerPoint, Outlook
Knowledge of programs/courses
Excellent communication and interpersonal skills
Excellent organizational, timemanagement skills
Excellent writing skills
Good conflict resolution skills
Demonstrates respect for confidentiality
Respectful of needs of contacts internal/external
Independent, Selfstarter
Capable of multitasking
Ability to deal professionally and apathetically with students demonstrating anxiety related to academic and personal stresses
Demonstrated appreciation for a highlevel of customer service
Familiarity with CIS (Colleague and WebAdvisor) would be an asset

Lambton College is committed to an inclusive, barrier-free selection process.

If contacted regarding this competition, please advise the interview coordinator of accommodation measures you may require during our selection process.

Information received relating to accommodation needs of applicants will be addressed confidentially.