Administrative Assistant - Cambridge, Canada - Conestoga College

Conestoga College

Verified Company

Cambridge, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details:

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Job Title:Administrative Assistant (2 Vacancies)**:

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Requisition #:23-024**:

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Campus: Cambridge

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Department: School of Engineering & Technology

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Payband: E

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Starting Rate: $26.47

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Payband Range: $ $30.69

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Hours/Week: 35

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Posting Date: Friday, August 11, 2023
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Closing Date: Sunday, August 20, 2023 at 11:59 PM EST
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Vacancy Type: Support Staff

Fulltime

Support Staff Full-time Replacement and New Positions

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant provides administrative support for specified programs and activities within the School of Engineering, Technology, Trades and Apprenticeships with the main areas of focuses being: coordination and support of Program Advisory Committee (PAC) activities and school events and outreach activities.

PAC duties include communicating with PAC members, organizing PAC meetings, and taking minutes at these meetings.

School events and outreach duties include the coordination, planning and execution of new and existing outreach, recruitment, and engagement efforts targeted towards current students, prospective students, industry partners, and the local community.

Responsibilities:

Under the direction of a Program Manager, the incumbent maintains School of Engineering, Technology, Trades and Apprenticeship PACs (number varies from year to year), including:
Follows and adheres to College PAC processes and policies
Corresponds with the program Chairs, Managers, Coordinators and external PAC members, both in writing and verbally, as needed
Plans and initiates the scheduling and booking of PAC meeting dates, rooms, and assembling related documents/procedures as outlined in the PAC Guidelines
Undertakes the appropriate actions with respect to developing agendas, recording actionfocused minutes, following up on minutes, maintaining membership lists and databases, and sharing relevant documentation for Annual Program Review (APR) and Major Program Reviews (MPR) purposes
Consults with the Office of Academic Administration and appropriate stakeholders to source new and replacement PAC and Program Development Advisory Committee (PDAC) members
Monitors attendance at PAC's and works with the Chairs to maximize attendance
Manages meeting requirements (room scheduling, catering, audio visual needs, etc.), including the budget for these needs
Liaise with student representatives and other students who attend PAC meetings as required
Assists in the collection and advancement of PAC awards for students.
Familiarizes with Robert's Rules of Order as they relate to the meeting procedures for a PAC committee
Prepares actionfocused minutes and supports the followthrough on action items by administration
Assists in preparing annual reports as requested by the Executive Dean/Dean, Chair or Office of Academic Administration
Provides assistance related to corresponding with program Coordinators, student volunteers, faculty and College staff to coordinate a variety or events and activities, both in writing and verbally, as needed
Assists with scheduling and booking rooms, equipment, catering, parking, college staff, volunteers and other stakeholders and requirements for events and activities
Assists with School event and activities planning, development, communications, delivery, and debriefing, as needed
Responds to a variety of inquiries regarding School events and activities
Assists with event development and implementation deliverables proactively as per the event plan, manager's instruction and/or critical path
Provides supports for the tracking and documenting deliverables, task status, expenses, participant confirmations and other items related to events and activities
Keeps stakeholders up to date with project deliverables, timelines and approaching event risks

Qualifications:

Twoyear Diploma in Marketing, Public Relations, Communications, Business, Office Administration or a related field
Two years of experience in supporting the administration of a committee or board function and special events. Experience within an educational setting preferred
Strong communications and writing skills
Ability to work independently with mínimal direction
Advanced knowledge and experience with Microsoft Office products and demonstrated ability to learn and adapt to software systems
Excellent organizational skills, analytical skills and the ability to work with detail
Sets objectives; establishes priorities; develops plans; meets deadlines; anticipates problems; adapts to changes and uses resources effectively
Efficient at recording actionfocused minutes
Excellent interpersonal skills and the capability to communicate professionally, tactfully and diplomatically with college personnel, students and