Durham College Looking for Administrative Assistant at Whitby, ON Full Time

SUPPORT STAFF POSITION OPPORTUNITY

NEW POSITION () FULL TIME (X)

REPLACEMENT (X) PART TIME ()

TEMPORARY ()

POSITION INFORMATION:
Payband: E

Department: Faculty of Skilled Trades and Apprenticeship and Faculty of Hospitality and Horticultural Science

Hours: 35 hours per week (1) one hour lunch; Mon – Fri (scheduled between the hours of 7:30 am to 6:00 pm; occasional weekend work)

Reporting To: Office Manager

Campus Location: Whitby

The primary function of this position is to provide administrative support for the Executive Dean/Principal, Dean, Associate Deans, Manager, Academic Operations, and Office Manager. The incumbent also provides student success support as needed.

DUTIES AND RESPONSIBILITIES:
Performs reception/clerical duties both in-person, by telephone, live chat and e-mail, takes messages, arranges appointments as necessary, responds to a variety of inquiries from students, staff, other departments and the general public, sorts and delivers incoming mail, and scans documents for the Whitby campus, STA, HHS, Bistro and Pantry. Orders office supplies as needed and maintains the student locker processes.

Provides support services to the Executive Dean/Principal, Dean, Associate Dean, Manager Academic Operations, Office Manager and Administrative Coordinator. Whitby campus faculty and student advisors in preparing and processing large volumes of work including correspondence, research, production of reports, packages, calendar of events, subject outlines, program guides, SSS/SFQ surveys and tests, Onboarding full-time and part-time faculty for STA and HHS.

Event Planning: Takes lead alongside planning committees to organize yearly, college-wide events: Organizes all logistics, committee meetings, records minutes, other duties.

Coordinates and provides administrative support related to committees including Program Advisory Committees, Welcome Back/Spring/Winter School meetings, program coordinators meetings, and Whitby Council. This includes setting meeting dates, bookings, generating and circulating agendas, attending meetings, recording and transcribing minutes, and distributing minutes with appropriate attachments and follow-up information.

Academic Cycle tasks: Support for convocation, summer camps, part time culinary courses, prepare quarterly newsletter, review course outlines for accuracy in WebCOT.

Maintains a variety of records such as purchase requisitions, timetables, expense reports, student records, course outlines, and tests; establishes and maintains office systems and routines.

Other duties as assigned.

QUALIFICATIONS:
Minimum two-year diploma in Office Administration.

Minimum of three years experience in a customer service environment, with experience in an academic office environment an asset.

Knowledge of post-secondary programs and policies is essential.

Proficiency in MS Office suite and a background in use of Banner is an asset.

Proficiency in the use of computer software i.e. word processing, spreadsheets, email, online resources, internet research.

Proven ability to prepare useful meeting notes that summarize the topics discussed and capture action items.

Excellent customer service/communication skills (verbal, written, and electronic).

Ability to work independently as well as work collaboratively with team members.

Well-developed problem-solving and decision-making skills.

Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

Telephone: 905.721.3073

Email: [email protected]

Required Skills

Salary: Starting Rate: $25.89; Four Year Rate: $30.01

Required Experience

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on August 5, 2022 at 4:00 p.m. Competition number SS22-100. We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.