Administrative Assistant, Centre for Accessible Learning and Counselling Services (CALCS) - Jobs in Scarborough, ON

Job Description

Job Number:J0922-1586Job Title:Administrative Assistant, Centre for Accessible Learning and Counselling Services (CALCS)Job Type:Permanent FT SupportBargaining Unit:FT SupportSchool/Department:Student SuccessCampus/Location:Story Arts Centre & any campus location as requiredPay Range:$28.28 - $32.78/HourPay Band:Support FHours/Week:35Shift Schedule:Monday to Friday 8:30am to 4:30pm, flexibility to work outside regular office hoursDate Posted:September 22, 2022Closing Date:September 29, 2022(This position is initially open to full time, bargaining unit employees of the college)Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity-deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.Position SummaryThe Centre for Accessible Learning and Counselling Services (CALCS) is looking for a highly organized, flexible and service oriented Administrative Assistant to deliver operational administrative support services to the department. Responsibilities include (a) performing reception services related to customer service, information provision, and explanation of processes to students (transactional/prescriptive advising and referral) and (b) providing office administrative support critical to the smooth operations of CALCS, which include, but are not limited to, scheduling appointments, meeting support, ordering supplies, and filing.The incumbent will provide accommodations support and testing coordination to the team, which includes: scheduling the use of and maintaining the Adaptive Technology Lab for students with disabilities, providing learning materials in alternative format, and coordinating accessible learning services (e.g., note-takers and interpreters); design and develop procedures and/or learning and development content for student and contract workers; in addition, but not limited to be trained to co-deliver such content (and provide coverage) given the importance of accessible learning and the need for services to continue pending absences and/or student demand.ResponsibilitiesAdministrative support and student service:

• Provide receptionist services at the CALCS front desk – serving as a first point of contact for students looking to access services and responding to general inquiries in person, over the phone and via email
• Organize team meetings and provide scheduling / calendar management support
• Managing incoming and outgoing paperwork and communications; organizing physical and electronic student files
• Provide data management and administrative support for student database, online booking and record keeping services
• Support data tracking and reporting mechanisms through compiling service usage metrics; entering and coding data from student satisfaction surveys
• Organize administrative functions of the office, including ordering supplies, supporting printing, and other shared office supports
• Compile and regularly report on staff timesheets, vacation requests, and organizing coverage when staff have unexpected absences from the office

Accommodations support and testing coordination:

• Arrange computerized note takers, attendants, sign language interpreters and proctors for accommodations; organizing schedules and other details
• Organize technology use and equipment loans to students
• Organize note takers and scribes to support student learning and testing
• Support students with test booking through the Accessible Testing Online Management System (ATOMS) & organizing testing room scheduling
• Prepare tests and learning materials in alternate formats
• Recruit, train and organize scheduling for invigilators

Qualifications/Experience

• 2-year diploma or equivalent in office administration, human and community services, or a related field
• Minimum three (3) years’ experience working with students with disabilities and how to provide accommodation to make provisions of goods and services accessible
• Experience responding to those experiencing a mental health crisis and/or escalated states and making appropriate referrals when necessary
• Progressive administrative experience in a similar and/or related office environment providing relational front-line customer service and information provision in a complex and multi-cultural organization
• Proficiency with Microsoft Office Suite and client relationship management (CRM) / electronic scheduling and record keeping software
• Demonstrated problem solving and decision making skills with ability to make accurate referrals
• Working knowledge and experience utilizing adaptive technology to provide accommodations for students with disabilities
• Experience handling sensitive and confidential issues with the ability to advocate for the needs of an individual who may not understand their obligations with respect to accessibility
• Experience with data management, including tracking and compiling data from paper files and with electronic databases;
• Proven time management and multi-tasking ability
• Understanding of equity principles and working with a highly diverse student population is an asset;
• Displays strong commitment to customer service
• Excellent written and oral communication skills.
• Coursework with respect to physical, mental, and intellectual developmental disabilities (e.g., Developmental Services Worker, Developmental Disabilities and Services Certificate, etc.) would be an asset

Apply online: www.centennialcollege.ca/careersProof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer.When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by September 29, 2022 at 11:59 PM EST. Please quote Job ID J0922-1586. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected