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Administrative Assistant - Jobs in Kitchener, ON

Conestoga College
Job LocationKitchener, ON
EducationNot Mentioned
SalaryNot Disclosed
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeFull Time

Job Description

Requisition Details

    Job Title:Administrative AssistantRequisition #:22-752Campus:DoonDepartment:School of BusinessPayband:EPayband Range:$26.21 - $30.39Hours/Week:35Starting Rate:$26.21Posting Date:Friday, July 29, 2022Closing Date:Monday, August 8, 2022 at 11:59 PM ESTVacancy Type:Support Staff - Full-time
The incumbent provides a variety of administrative support services for the School of Business and specifically to the Office of the Chair. The Incumbent oversees and implement key processes such as contracts, administrative processes related to faculty teaching assignments (loadings) and new-hire correspondence. The incumbent also organizes and monitors the completion of School responsibilities in areas such as SATs (Student Appraisal of Teaching), Student Satisfaction Surveys, data collection for inter-departmental use and the successful and timely completion of course outline reviews. The incumbent responds to queries for the Chairs, Program Managers and for the School, provides recommendations on administrative processes, and helps organize meetings and the calendar of the Chair.Although many of our employees are currently working remotely, this position is governed by the applicable legislation of the Province of Ontario. Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with three (3) days on-site, and two (2) days remote.Responsibilities:
  • Organizes, monitors, and supports the completion of Academic Administrative processes, such as course/faculty loadings, contracts, SATs, Student Satisfaction Surveys, course outline review, and new-hire correspondence
  • Responds to a variety of inquiries that require knowledge of College policies, procedures, and services as well as School of Business practices
  • Develops and maintains effective administrative procedures to ensure the efficient operation of the office of the Chairs, including handling incoming and outgoing mail, reviewing, and responding to emails on the Chairs behalf, preparing reports, ordering textbooks, filing {hard copy and electronic), scheduling meetings, taking minutes, and distributing agenda documentation and meeting materials
  • Reviews and assesses incoming mail, notifying the Chairs about material requiring attention/action
  • Ensures correspondence is assigned to appropriate Chair and that responses are sent to meet deadlines.
  • Organizes the daily activities of the Chairs including maintaining calendars, booking appointments, and arranging meetings, handling incoming/outgoing mail and handling telephone calls and face-to-face communications while resolving issues that are deemed appropriate to the position
  • Maintains documentation pertaining to academic policies and procedures as well as general college policies and procedures manuals. Updates information into databases and spreadsheets as required
  • Oversees and/or participates in other projects as assigned
Qualifications:
  • Two-year Diploma in Office Administration, Education, Business Administration, Arts/Humanities, Social Sciences or related field
  • Two years of experience providing administrative support to senior management in an office environment
  • In-depth knowledge of all MS Office365 applications including Outlook, Word, Excel and PowerPoint, SharePoint and OneDrive (knowledge of Visio would be an asset)
  • Ability to learn and utilize new processes quickly and accurately
  • Strong organizational skills and attention to detail
  • Excellent interpersonal skills and the capability to communicate professionally, tactfully, and diplomatically
  • Possesses initiative and problem-solving ability
  • Effective minute taking and editing skills
  • Excellent oral and written communication skills
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