Administrative Assistant - Ottawa, Canada - Algonquin College

Algonquin College

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department:
Student Support Services (Health and Wellness) (Jeffrey Agate)

Position Type:
Part-Time Support

Salary Range:
$26.15-$30.30-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
November 13, 2023

Length of Contract:
Posting Information

Posting Closing Date:
November 9, 2023

Please note:
jobs are posted until 12:01 am on the job closing date.

Job Description:

Reporting to the Associate Director, Student Support Services, the Administrative Assistant to the Associate Director (AD) is the primary contact for inquiries directed to the AD and provides client service in an accessible, friendly, and efficient manner.

The incumbent is also responsible for providing administrative and project management support to the AD.

Writing and/or drafting technical communications in support of reports, proposals and daily communiqués within Student Support Services is also an integral part of the Administrative Assistant to the AD's duties.

The incumbent facilitates the interaction between the managers who report directly to the AD while practicing the College's core values:
Caring, Learning, Integrity and Respect.

The incumbent also manages a database of key performance metrics for all service areas within Student Support Services and has a strong proficiency in tools used for common office administration tasks, such as electronic file management, database management and word processing.

Duties and Responsibilities:

Provides administrative support ensuring efficient and effective functioning of the Associate Director's Office by establishing and maintaining all required office procedures including but not limited to records management, scheduling and meeting logistics, ordering office supplies, etc.;
Drafts, edits and proofreads documents, proposals and reports;
Organizes, coordinates, participates, and records Minutes, and provides administrative support for all committee related activities;
All aspects of maintaining the Associate Director's Calendar;
Maintains a database and dashboard of key service metrics for all service areas of Student Support Services;
Maintain Associate Director's Teams sites;
Compiles weekly, monthly and annual reports, proofreads, edits and prepares final report for submission as required for the Associate Director;
Other duties as assigned by Associate Director.

Required Qualifications:

Minimum Two (2) year Diploma in Office Administration or Equivalent;
Minimum 3 years of experience related to Administrative Assistant;
Highly developed interpersonal skills, tact and courtesy;
Ability to draft memorandums and edit existing documentation;
Ability to work effectively under pressure with numerous interruptions;
Ability to multitask and identify priorities in order to meet deadlines;
Work independently and with limited supervision;
Ability to communicate effectively both in written and oral;
Ability to work effectively in a busy environment where students and their concerns are priority;
Work in a collaborative environment;
Experience in writing or drafting technical communications;
Experience using Microsoft Office Suite, specifically Teams, PowerPoint and Excel;
Experience in a "high demand" and deadline oriented setting;
Experience working in a team environment;
Experience prioritizing workload on a continual basis;
Experience compiling and reporting information.
Position is paid at Payband E-Comparator
Vacancy is for P05733