Job Description

Administrative Assistant - Limited Term

Tracking Code: req813

Faculty/Department: Office of the Deputy Provost

Number of Positions: 1

Appointment Type: Limited Term 11 months

Hours of Work: 35 hours per week

Salary Range: Level 5 - Starting Salary, Step 1 $46,196

Posting Date: September 12, 2023

Closing Date: September 26, 2023

Job Summary:

The Administrative Assistant is a member of the Continuous Learning department. The primary role of this position is to provide directed and general administrative support to the Director and members of the Continuous Learning team. This position supports members of the team and prioritizes supporting programs and initiatives as assigned, with priority given at the discretion of the Director. The Administrative Assistant acts as first point of contact to the Department.

Responsibilities/accountabilities:

• Applies knowledge of the priorities of the units and the activities of its members to support the launch of new programs and courses and organize existing ones.
• Assesses the importance of requests for meetings and/or workshops or changes in meeting schedules and coordinates accordingly.
• Edits correspondence, reports, and other university/external correspondence.
• Coordinates departmental travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries
• Process, code, and reconcile expenditures/invoices on specific accounts. Monitor ongoing expenditures and status of budgets
• Organizes and coordinates complex schedules, including supporting the team on course scheduling.
• Edits correspondence, reports and various university correspondence
• Assists in setting agendas for meetings; preparing materials for meetings, briefing notes, reports, refreshments, equipment, etc., takes and distributes minutes, and follows up on action items
• Assists with Record and Document Management for Continuous Learning, including maintaining course and program lists, registration reports and other documents relating to Continuous Learning Programs, Courses and Contacts
• Maintains and coordinates retention of documents
• Manage updates and creates new program and course pages for the Continuous Learning websites to ensure all forms and content is current on the website.
• Creating/updating various manuals, pamphlets, and brochures
• Serves as the first point of contact for students, campers (parents), community and other stakeholder inquiries to the Continuous Learning department about relevant programs and courses (by phone, email, and chat).
• Ordering office and workshop supplies
• Sort and deliver incoming mail
• Prepare cheque requisitions, purchase orders, and invoices.
• Able to create and develop presentations and spreadsheets
• Manages Record and Document Management, maintains and coordinates retention of documents
• Coordinate all vacation/sick/lieu days for all Engineering Outreach staff that report to the Engineering Outreach Supervisor. Monitor electronic summary of vacation including days entitled and days taken. Track monthly and update with any issues.
• Onboard and set up new staff members to arrange location, new employee documentation, department orientation, and workspace preparation i.e. obtaining laptop, Banner ID, network passwords, etc.
• Assist with the recruitment of staff by developing candidate files, communicating with candidates, scheduling interviews and organizing interview committees for reviews, and coordinating the process with Human Resources.
• Support the Program Assistant and Instructional Support Coordinator responsible for the Nuclear programs, including preparing and printing confidential instructional material (provided by the instructors)

Required Skills:

• Excellent computer skills with solid working knowledge of MS-Word, MS-PowerPoint, MS-Excel, and MS-Outlook
• Experience in database maintenance and producing reports and statistics.
• Superior organizational and time management skills and the ability to work well under pressure.
• Demonstrated ability to maintain a high level of confidentiality
• Works well in a team environment.
• Excellent communication and interpersonal skills, diplomacy and tact, professional and courteous.
• Understanding of the University CMS, Catalog, LMS, Brand Folder
• Knowledgeable in Banner/FAST (finance and web requisitioning) is an asset Thorough knowledge of university programs, systems, policies, procedures, governance, and administrative activities is a definite asset.

Required Education:

• Completion of a Formal Post-Secondary/College Program of Two Academic Years or Equivalent

• Verification of Academic credentials may be required

Required Experience:

• The incumbent must possess over 1 year and including 3 years of experience as an administrative assistant, within a similar environment

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until September 26, 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: 9/25/2023

Expected End Date: 8/16/2024

Ontario Tech University