Job Description

Administrative Assistant - Limited Term

Tracking Code:

req1567

Faculty/Department:

Office of the Provost

Number of Positions:

1

Appointment Type:

Limited Term, 9 months

Hours of Work:

35 hours per week

Salary Range:

Level 6 - Step 1, $53,231

Posting Date:

May 22, 2025

Closing Date:

June 5, 2025 (7:00 pm EST)

JOB SUMMARY:

Reporting to the Assistant to the Provost in the Office of the Provost, the Administrative Assistant is responsible for providing high level administrative support to several units within the Office of the Provost portfolio, with a focus on the needs of the Deputy Provost leadership team. The Administrative Assistant is a team player who can work independently as well as support team members doing a variety of duties, while adhering to policies, procedures and processes, supporting integrated efforts across the various areas of the portfolio, providing process efficiency, and customer service excellence.

Responsibilities:

1. Human Resources AdministrationProvides confidential support to hiring committees; prepares and maintains all related documents, posts jobs, books meetings, corresponds with candidates, enters contracts into system etc. Operates with discretion about personnel, Human Resources, and operational matters, maintaining confidentiality practices in all tasks Requires knowledge of various collective agreements and University hiring policies/procedures, Keep up-to-date on Human Resource procedures and forms Create HRFs for approval and ensure the proper approval flow Employee contract administration and processing; develop and maintain a tracking process Coordinate the onboarding and offboarding process Updating internal staffing rosters and organizational charts Coordinate the administration of the University Works program All other related duties as required


2. Confidential Administrative and Finance SupportProvides administrative support to the Provost Unit and Deputy Provost leadership team as assigned Manages multiple calendars and schedules while maintaining confidentiality and discretion. Keeps track of incoming requests for meetings, ensuring follow-through by requesting availability Organizes and manages meeting and event logistics, booking space, rescheduling as needed Excellent communication skills dealing with individuals in person, virtually, over the phone, and in a variety of written formats (email, letters, etc.) Provide meeting and committee support including scheduling, agendas, taking minutes Troubleshoots and escalates office administration issues for the management team as required Provide frontline support by responding to inquiries received by telephone, email, and in person, using a thorough knowledge of established policies and procedures, as needed Updating process documentation for all units as required Attendance management and reporting Providing support for expenses/invoices and BMO/concur reconciliation Assist with tracking and reconciliation of grants and donations as required with accuracy and discretion Works collaboratively and coordinates administrative work with other administrative team members in the Office of the Provost Work collaboratively with all faculty and units across the university All other related duties as required


3. Special Projects and EventsSupports the organization and planning of events (e.g. gatherings/meetings, celebrations, etc.) Provide support with other administrative projects as assigned, with varying degrees of confidentiality Process, track, report and administer event forms Coordinate participation in university wide events


4. Other duties as assignedOther duties as assigned to support the confidential and competing demands of the Office of the Provost

Required Education:

Completion of a formal post-secondary/college/university program of two academic years A Combination of education and experience maybe considered

Verification of Academic credentials may be required

Required Experience:

Minimum of 3 years administrative experience or an equivalent combination of education and related experience may be considered Administrative experience in an academic environment, including knowledge of university policies and procedures. A Combination of education and experience maybe considered

Knowledge:

Experience working with Ontario Tech U systems (FAST, Banner, EPAF, Concur) would be an asset Intermediate to advanced knowledge and skills using Microsoft Office software e.g. Word, Excel, Powerpoint Advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams Understanding of budget development, financial record keeping and reporting

Skills:

Excellent attention to detail, and the ability to manage high volume and multiple demands Ability to maintain a high level of confidentiality while handling sensitive information and exercise appropriate judgement while working with this information Positive attitude and an excellent ability to build relationships with multiple teams and stakeholders Excellent communication and interpersonal skills Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions Strong organizational skills Ability to work independently and in a collaborative team environment Excellent time management skills and the ability to take initiative Strong judgment, flexibility and adaptability A willingness and the ability to learn other computer software packages as required

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until June 5, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.


Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work 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 Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's Accessibility Policy.


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:

6/23/2025

Expected End Date:

3/31/2026