Administrative Assistant to The Chair - Scarborough, Canada - Centennial College

Centennial College

Verified Company

Scarborough, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Number:

J Job Title:
Administrative Assistant to the Chair
School of Transportation (Temporary Contract)
Job Type:

Temp FT, Support

Bargaining Unit:

FT Support

School/Department:
Academic
Pay Range:

- $ $35.77/Hour

Pay Band:
Support G
Hours/Week:
35 Shift Schedule:
Monday to Friday, 8:00am
4:00pm
Date Posted:

July 4, 2023

Closing Date:
July 11, 2023

Contract Dates:
July August 2024

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto.

We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary

The School of Transportation is looking for a collaborative and service oriented Administrative Assistant to support the Automotive Power Programs.

Reporting to the Chair, the incumbent will work closely with the Chair, Program Coordinators and the Enrolment Service team to provide administrative, organizational and project-oriented assistance; acts as the first liaison for students, inter-departmental staff, external contacts including program advisory board committee members.

The Administrative Assistant will also support the chair with Human Resources related activities.

Responsibilities

Serves as first point of contact for students, faculty, internal and external stakeholders (i.e. High School Counsellors, advisory committees, etc.)
Responsible for scheduling of the Chairs' activities, appointments and meetings
Organizes internal and external committee meetings, including taking and developing minutes for distribution
Coordinates travel arrangements for internal and external committee meetings, ensuring most effective use of college resources while reviewing and processing travel expenditures
Assists Program Coordinators and Success Advisors with student registration for programs
Responds to inquiries from the public, high schools and other external sources
Liaises with Enrolment Services during semester startup/intake and following through with the student's registration process
Assists with apprenticeship programs block creation in the Banner system and presectioning of students into Fall and Winter sections
Responsible for planning, creating and building faculty schedules and student timetables each semester
Prepares and issues faculty contracts in accordance with the Academic Collective Agreement
Responsible for ministry reporting
Responsible for budget tracking including recording, monitoring department purchases (card, controls inventory of office supplies) and ordering and distribution of supplies
Establishes, organizes and maintains paper and electronic filing systems
Maintains course outlines and model route information for all department courses
Provides advice to students on department, school and college policies
Determines eligibility of students for rewrite examinations
Input of key student data into a database system (i.e. Banner)
Acts as back up support to the front desk
Other duties as assigned

Qualifications/Experience

Two (2) year diploma or equivalent with a focus in Business Administration, Office Administration or an equivalent combination of relevant education and practical experience
Minimum three (3) years of practical senior administrative work experience in an academic environment involving scheduling, enrolment, admissions, and registration
Ability to organize complex information, problem solve and analyze
Excellent interpersonal, verbal and written communication skills
Proficiency with Microsoft Office (Outlook, Excel, PowerPoint and Word); in addition, proficient with database systems; experience with Banner a definite asset
Demonstrated customer service and relationship management experience with internal and external stakeholders including students, faculty, staff, external industry clients
High sense of urgency and ability to multitask and manage a high volume of work and conflicting demands
Excellent interpersonal and communication skills (written and spoken)
Excellent organizational, time management & project coordination skills
Experience working in a postsecondary or related work environment preferred
Proven ability to work independently and collaborate in a team environment
Strong understanding and sensitivity working in a highly diverse student community

Proof of credentials or equivalencies from a