Director's Assistant - Barrie, Canada - Georgian College

Georgian College

Verified Company

Barrie, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Director's Assistant

(Job Number
:97-24)**Department: Health, Wellness, and Sciences

Campus:
Barrie

Classification:
Support Staff

Effective Dates:
asap until January 16, 2026

Salary Range:
$27.81 (start rate) - $ year rate)
Hours Per Week: 37.5 hours per week

Status:
Contract (Appendix D)

Posting Date:
May 7, 2024

THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE. Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

Reporting to the Business Manager, the incumbent provides administrative and project support to the Business Manager, Director of Clinics & Placement Office, and the Manager, Simulation and supports the day-to-day operation of the offices.

In addition, the incumbent interacts with all levels of college staff and external contacts, acts as a front-line resource for the Business Manager, Director of Clinics & Placement Office, and the Manager, Simulation, and supports various meetings.

Specific duties include, but are not limited to:

Collecting, researching, compiling, and analyzing information to produce summary documents and/or statistical or narrative summaries that may be used for a variety of reasons such as decisionmaking purposes or in a presentation, report or proposal
Providing support may be required for new programs, accreditation, clinical partnership communication (ex. student placement agreements and partnership tables), collaboration with the Placement Officers, etc.
Completing asset tracking (ex. purchase of computers as opposed to leased) and notifying the Business Manager and/or the Director/Manager when the warranty is nearing completion (ex. 3 or 4 years) to allow the replacement process to begin
Booking meetings, producing agendas or materials, logístical support (i.e. room set up, equipment A/V needs, catering, etc.) taking and transcribing minutes, maintaining contact lists, and following up on delegated items to ensure that meetings, minutes, and action items are completed
Organizing, prioritizing and expediting the flow of work/communications for the Business Manager and Director/Manager within the portfolio as well as to external agencies/organizations
Booking appointments, organizing the calendars/schedules, and arranging travel accommodations
Distributing reoccurring reports/announcements to the Leadership team using software such as Excel, Cognos, Banner, etc. (i.e. Enrollment reports, monthly financials) on behalf of the Business Manager or Director/Manager
Supporting financial/budget related activities such as monitoring and reconciling accounts/Mastercard's, submitting invoices
Occasionally provide project support including process design and implementation
Initiating and composing confidential correspondence to both internal/external contacts, maintaining accurate and professional standards
Assisting in the planning and/or attending and participating in special events such as Open Houses, orientation, college information fairs, Nurse Week, clinical partnership appreciation initiatives
Back up resource to other administrative team members providing support within the Health, Wellness & Sciences portfolio
QUALIFICATIONS:
Successfully complete a twoyear postsecondary diploma in office administration, business or a related field
Knowledgeable regarding the handling of personal health information (e.g. Freedom of Information and Protection of Privacy (FIPPA) and Personal Health Information Protection Act (PHIPA).
Minimum of three years experience in a similar role providing administrative support
Minimum of two years experience providing direct administrative support to a manager
Experience supporting financial / budget processes is an asset
Intermediate to Advanced level expertise in the MS Office Suite (Word, Excel, PowerPoint and MS Teams)
Experience with a Student Information System (preferably Banner) would be considered an asset
Demonstrated professional communication skills (written and oral)
Proven interpersonal skills with the ability to interact with external and diverse clients as well as all levels of an organization with professionalism, diplomacy and tact
Organizational and time management skills
Ability to maintain a high level of confidentiality
Ability to critically analyze information, interpret requests and make decisions in accordance with prescribed procedures and practices of the organization
Proven ability to work independently, selfinitiate and to promote a strong team environment

Alternate formats will be provided upon request throughout the recruitment and selection process.

Georgian College has introduced FLEX Work for some positions. This position is currently eligible for Hybrid Work.

FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines.

All employees are required to permanently reside in the