Administrative Assistant to AVP, Academic & Career Learning Resources - Jobs in Oakville, ON

Job Description

Reporting to the Associate Vice Provost (AVP), Academic & Career Learning Resources, the Administrative Assistant (AA) provides coordinated office management and administrative leadership of a variety of complex, confidential functions and processes critical to the goals of the AVPs Office and portfolio. The AA participates on and assumes responsibility for the effective coordination of activities related to new and ongoing initiatives and projects. The AA’s operational responsibilities include budget planning and management, information management, including acting as the Records and Information (RIM) Liaison for the AVPs office, facilities planning and coordination of activities and events of the Office and the portfolio. The AA assists in organizing and supporting student-led events in department spaces and is a front-line adviser, escalating matters as appropriate and supporting the AVP in the work and development of the Office and the portfolio.What You’ll be DoingProviding support and monitoring capital and operating budgets of the Office and related portfolio departments to ensure fiscal responsibility;Monitoring and managing financial activity including: budget forecasts, variance analysis, financial analyses (e.g. costing models and expenditure trends) and assembling and organizing relevant data (spreadsheets) to assist in planning, budgeting, monitoring, reporting and budget reconciliation;Coordinating financial resources and capital budget appropriation requests guided by policies and procedures;Managing the financial information for budgets, inter-departmental adjustments, project proposals and reporting;Maintaining inventory of physical and fixed assets;Administering payroll documentation, tracking administrative absences and completing documentation for salary adjustments while ensuring compliance with College policies and Collective Agreements;Assisting in the orientation of new staff and responsible for setting up space, computer and phone requirements;Assigning and monitoring work of students hired for special projects;Preparing paperwork for the development of contract letters and payroll administration;Managing and tracking a variety of short and long-term projects; overseeing timelines, tracking work requirements and following up to ensure project items are completed;Supporting preparation of payroll associated with grant-related projects and providing financial support;Preparing project related reports, presentations, meeting documentation, working collaboratively with project leaders and project teams in planning, monitoring, tracking project activities, timelines and deliverables, developing communication, tracking financials, developing and improving project management tools and processes, documenting project reviews for lessons learned/future improvements of project activities;Developing, implements and monitoring administrative procedures to ensure the efficient operation of departments; working with all departments to develop cross-College consistency of common administrative processes;Preparing a variety of correspondence, contracts, proposals, budget and strategic planning documents and other materials for internal and external audiences;Developing and maintaining a system for efficient information storage, identification, retrieval and disposal;Maintaining policies and procedures for the department;Researching and responding to internal and external inquiries on a range of issues and administering requests;Managing the administrative components related to student-led events in the department’s spaces;Reviewing and assessing correspondence /communications, notifying the AVP of any material requiring attention/action and resolving any matters on own initiative, as appropriate;Performing other related duties, as assigned.About YouYou are self-directed , resourceful and have a knack for thinking critically to solve challenges and complex problems.You identify as a community builder/relationship builder , positively interact with a wide range of individuals and have an aptitude to make connections, enabling you to effectively build collaborative work processes with different stakeholders across the College.You have a highly collaborative spirit and thrive on supporting your team and taking initiative to establish and achieve collective goals.You enjoy project management , balancing many different tasks, staying organized and planning and have the ability to integrate multiple streams of information and prioritize to meet a demanding workload and keep things running smoothly.Your considerable discretion , sound judgement , decision-making , diplomacy and professionalism allow you to manage confidential nature of work.The successful candidate will also meet the following qualifications:3-year diploma/degree in Office Administration, Business, Fundraising or a related field;5 years of progressive experience as an administrative assistant providing senior level administrative support, preferably in a post- secondary environment (equivalency will be considered)Experience administering departmental budgets; Financial acumen;High level of proficiency with current office applications and technologies (e.g. SharePoint, Adobe, MSOffice);Financial management courses or certification (asset)Courses in Budgeting / Forecasting, Operations Management, Adobe training SharePoint training Project management courses WordPress or other tools for website creation (all assets)Who We Are: “Every member of the Sheridan community is passionate about the transformational role we play in people’s lives. Our strategic plan, Sheridan 2024: Galvanizing Education for a Complex World ( https://sheridan2024.sheridancollege.ca/ ), charts a path towards a new ground-breaking model of higher education that reshapes post-secondary education and better prepares students for the future. We are committed to demonstrably advancing equity, diversity and inclusivity. Diversity is our strength and fuels our commitment to excellence. Across our campuses, we’re making meaningful strides towards developing an equitable and inclusive community”.For more information, visit: Why Work at SheridanOther DetailsDepartment: Library & Learning ServicesCampus Location: Trafalgar (may be assigned activities at any Sheridan campus) once normal campus operations resume. This position is currently working remotely.Reference #: J1221-1071Employee Group: AdministrativePayband: NJHiring Range: $68,546 - $72,831A pplication Deadline: January 5, 2022Sheridan is deeply committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Mississaugas of the Credit First Nations, Anishinaabe Nation, Huron-Wendat and the Haudenosaunee Confederacy. Sheridan is situated on these lands and it is our collective responsibility to honour and respect those who have gone before us, those who are here, and those who have yet to come. We are grateful for the opportunity to be working on this land.Sheridan values the diverse and intersectional identities of its students, faculty, and staff. Sheridan regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. Sheridan seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from qualified candidates who have been historically disadvantaged and marginalized, including those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.Sheridan is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources.You may be asked to provide copies of your educational credentials at the time of interview. Upon hire, we require official confirmation of educational credentials and Canadian equivalency assessments, if applicable.Job Types: Full-time, PermanentQuick Apply

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