Seneca College of Applied Arts and Technology Looking for Academic Assistant at North York, ON Full Time

We are proud to be building the equitable Seneca, and welcome applications from candidates who can contribute to the diversity of lived experiences, perspectives and approaches. Joining Seneca means being part of an inclusive community working hard to dismantle barriers to access, student success and employee potential. If you require accommodation during any part of the recruitment process, please contact [email protected].

COVID-19 Update:
To ensure the health and safety of the Seneca community, all employees, students, and visitors must comply with Seneca’s COVID-19 Vaccination Policy. Employees will be required to provide proof of vaccination at the time of hire.

Posting Date (E):
April 28, 2022

Closing Date (E):
May 12, 2022

Pay Range:
Payband D – $24.38 – $28.24 (Start rate: $24.38)

Hours:
37.5 hours a week

Work Type:
Hybrid/Flexible

Type:
Permanent

Shift:
Monday – Friday (8:00am – 4:30pm)

Start Date:End Date (if applicable):Position Summary:
Reporting to the Chair, School of Environmental & Civil Engineering Technology, the Academic Assistant provides the primary day-to-day reception, clerical support and secretarial functions for the School of Environmental & Civil Engineering Technology (SECET) and the school of Fire Protection Engineering Technology (SFPET) office at the Newnham Campus (FASET-NH). The incumbent provides support to Management and to Chairs, Program Coordinators, and faculty within the academic schools in SECET & FPET (NH). In addition, the incumbent is also back-up support for program secretaries for other FASET schools as required.

Responsibilities:
Reception

Answers main college phone and directs calls accordingly.

Checks messages each morning and posts cancellations.

Provides information and direction to the general public and visitors who come to the office.

Books virtual and in person meetings and coordinates all catering.

Handles all mailroom pickups and deliveries including inter-office mail, and coordinates shipping and receiving for SECET & FPET.

General Front Desk Responsibilities

Orders all stationery supplies and manages file cabinets.

Maintains inventory and orders textbook and equipment through the bookstore.

Operates and maintains office fax and copiers in the main office, ensuring machines are stocked with paper and toner.

Requests service calls for machines and maintains a record of all service call activity.

Provides support in the preparation of print requisitions for exams, assignments, marketing materials and handouts.

Secretarial Support

Initiates and processes invoice requisitions, purchase requisitions and journal vouchers manually and electronically for the appropriate program areas and general office.

Assists with coordinating and distributing student surveys.

Arranges meetings by booking location, recruiting committee members where needed, collating and circulating documents, and taking minutes.

Manages calendars for the Chairs and Academic Program Manager as required.

Communicates with various departments within the College, including the Test Centre, the Faculty of Continuing Education, the Bookstore, Information Technology Services, Accounting, and Printing.

Maintains and updates online information such as course and subject outlines, class cancellations, event registration, surveys and book orders.

Faculty and Program Support

Creates Part Time Faculty and support staff contracts under the direction of the Chairs and Office Manager.

Prepares for the hiring of new faculty and ensures appropriate documentation are on file.

Assists in on-boarding of new faculty and employees, including distributing orientation packages on college policies and securing their keys, parking and phone.

Prepares appropriate documents for payment of contract personnel, including sessional, part-time and special contracts for various programs.

Maintains and inputs online attendance and vacation records for faculty and assists with SWFs (Standard Workload Formula).

Schedule Program Advisory Committee meetings and records/create meeting minutes.

Exam Coordination

Collects, prints, distributes and disposes of exams according to college policy.

Submits exam schedule information for web posting.

Maintains the exam sign in sheet.

Organizes back up invigilator for exams and provides back up support to other schools.

Manages exam conflicts.

Marketing Support

Manages social media for the Faculty and schools as required (website updates, Twitter, Facebook, LinkedIn).

Maintains the database for all SECET & SFPET Program Handouts and Presentations.

Provides coordination support for all outreach events including Experience Seneca, Program Spotlights, Open Houses, and High School Outreach events.

Qualifications:
Education

Minimum completed one (1) year certificate in Office Administration or in a related field. If int a related field, please state how it is relevant.

Experience

Minimum two (2) years’ experience working in a similar position within a busy office environment is required.

Skills

Strong oral and written communication skills, as well as advanced reading abilities.

Advanced math skills.

High proficiency in Microsoft Office software, including Word, Excel, PowerPoint and Teams.

High proficiency in Webex, Zoom and Jabber.

Ability to work a schedule that is at times flexible, as some events may require availability on evenings and weekends.

Note: A skills assessment test will be administered during the recruitment process.

Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.

We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.