Job Description

Administrative Assistant - Brilliant Catalyst - Limited Term

Tracking Code: req692

Faculty/Department: Office of VP, Research and Innovation

Number of Positions: 1

Appointment Type: Limited Term 6 months

Hours of Work: 35 hours per week

Salary Range: Level 6 - Starting Salary, Step 1 $50,054

Posting Date: July 5, 2023

Closing Date: July 18, 2023

Job Summary:

The Brilliant Catalyst is the on-campus incubator and experiential learning hub at Ontario Tech University with the mission to propel the next generation of innovation changemakers. Under the leadership of the Director, Creativity and Entrepreneurship, the Brilliant Catalyst provides support and guidance to a community of over 250 start-up companies and innovative thinkers.

Nature of work:

Reporting to the Manager, Programs and Operations, the Administrative Assistant, Brilliant Catalyst, will support the Brilliant Catalyst team with the delivery of Brilliant Catalyst programs, initiatives, workshops, events and services. This position will work closely with the Manager, Programs and Operations, and the rest of the Brilliant Catalyst team to ensure that all operational needs are met, and to ensure that Brilliant Catalyst programs are being delivered efficiently and effectively.

Responsibilities:

• Keeps track of incoming requests for meetings, ensuring follow-through by requesting availability, and coordinating schedules of internal and external participants
• Manages meeting logistics, booking space, ordering refreshments, re-scheduling as needed, ensuring meeting materials are prepared, collated (agendas, resources, written material, proofing and editing) and provided to participants
• Works with other administrative assistants and stakeholders to coordinate and communicate details
• Provides administrative support to the Brilliant Catalyst
• Ensures legal documents (program agreements contracts, non-disclosure documents, billing requests, etc.) are signed in accordance with the signing policy and appropriately distributed to parties and internal records/files created
• Ensures accurate recording keeping and data collection for all Brilliant Catalyst programs
• Files documents, assists with getting new employees set-up, minute taking and agenda production for internal meetings
• Assists with the coordination and execution of numerous events and programs throughout the year, including entrepreneurship workshops, hackathons, student engagement events, and more. Coordinates all event logistics, for example, booking space, inviting guests or participants, creating materials (e.g. abstract books, guides, and agendas), advertising, arranging travel, parking, and food
• Arranges set up through facilities, media services and/or external vendors (e.g. podium, stage, tables, projector, and speakers)
• Acts as event photographer and social media coordinator
• Maintains all Brilliant Catalyst social media accounts including Instagram, LinkedIn, and Twitter
• Creates social media content, interacts with followers, and responses to inquiries
• Assists with updating the content on the Brilliant Catalyst website
• Drafts and/or edits content or posts content provided by others
• Manages inquires sent to the shared Brilliant Catalyst email
• Acts as first point of contact for general inquiries regarding Brilliant Catalyst programs.
• Assists with financial administration for the Brilliant Catalyst in collaboration with the Manager, Programs and Operations
• Reconciles BMO purchasing cards and general expense reimbursements using departmental codes for up to 3 individuals monthly

Required Skills:

• Excellent communication skills both verbal and written.
• Well organized, able to prioritize multiple tasks, meet time requirements and anticipate needs.
• Proven ability to work with accuracy and attention to detail.
• Demonstrates integrity and maintains confidential information.
• Strong initiative and ability to work in a fast-paced environment with multiple competing priorities.
• An ability to learn quickly and to respond to change in a timely manner.

Education:

• Minimum completion of two-year program resulting in certification, diploma or license.

• Verification of Academic credentials may be required

Required Experience:

• Over 1 year and including three years of experience.
• Direct experience in university administration, contract management, financial management, marketing or communications would be significant assets.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until July 18, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university\'s policies which may also be found on our website and which may be amended from time-to-time.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

Ontario Tech University respects people\'s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university\'s

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 9/5/2023

Expected End Date: 2/29/2024

Ontario Tech University