Job Description

About Durham College

Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA\xe2\x80\x99s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs \xe2\x80\x93 including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

DUTIES AND RESPONSIBILITIES:

The incumbent provides administrative support to the Director, management team, clients, and staff of Corporate Training Services.

The incumbent will play a role in the administration of financial and department HR elements including the preparation of reports on key department metrics. This role is critical to the overall function of each business unit within the Corporate Training Services department. The incumbent will liaise with core service departments of Durham College including Academic Office, Presidents Office, HR, finance, payroll and purchasing.

The incumbent will provide administrative support to the Director of CTS, assisting with projects and requests, proofreading documents, preparing confidential reports/correspondence, schedule and calendar management for the Director, and support special projects in an administrative capacity. The incumbent will undertake activities in support of strategic and operational goals; manage relationships and liaison across the college and is responsible for the daily office operations of CTS. The incumbent will be proactive, anticipating the needs of and taking action to support CTS based on sound judgement and experience.

Duties and responsibilities include, but are not limited to:

Finance

• Prepare invoices for select CTS clientele (liaise with accounting for electronic invoicing)
• Ensure accurate account coding of select invoices for approval by project owners
• Assists Director with preparation of capital and operating budget.
• Track all invoices submitted for payment and liaise with DC accounting to verify correct account entry
• Prepare reports from the DC fast system to aid in financial projections and account audits
• Reconcile select department master card payments and submit report to accounting
• Process select expense reports for full and part time staff a ensuring compliance with college policies
• Initiate select purchase requisitions and follow-up on approvals
• Input and obtain various reports and purchase requisitions using the Banner system.

Contract Administration

• Generate select department contracts in partnership with the business lead
• Collect select signatures on contracts (client and internal DC)
• Initiate the contract administration process and liaise with Insurance and Risk on all requirements (CARAF)
• Maintain a contracts database and supply DC records management with required back up versions

Department Human Resources

• Maintain CTS employee contact lists
• Record and communicate vacation allotments and status
• Supply new CTS staff with new hire training package (i.e. health and safety, orientation information, banner ID, passwords etc.)
• Order IT equipment for new hires
• Liaise with HR on select job postings and department recruitment
• Liaise with HR on select the development of part time contracts
• Liaise with HRIS on employee files regarding vacation entitlement, tracking adjustments, amendments to employee file in Banner

Executive Assistance

• Execute requests from the Director of Corporate Training Services, such as arranging meetings; following up on action items; gathering information and data analytics for reports; proof reading documents; preparing miscellaneous correspondence; responding to emails; anticipating and preparing for cyclical activities; assisting with projects and other miscellaneous requests.
• Some schedule and calendar management for the Director
• Provides confidential administrative support related to sensitive issues; such as challenges related to processes/procedures, wage analysis, program performance, and budget analysis.
• Investigates discrepancies which may impact the business in consultation with the Director, and implements improvements or operational changes as they relate to departmental or organizational issues
• Provide support to the management team
• Prepare agendas and record meeting notes for a variety departmental meetings.
• Provide support for cross-institutional councils, committees and taskforces including scheduling, meeting logistics, and minute taking.

Special Project Administration

• Assist in the coordination of special projects, while providing guidance and support.
• Set up tracking and monitoring systems for various projects\xe2\x80\x99 such as operational, financial and HR files
• Maintain financial data to support financial compliance for special projects
• Prepare and track invoices throughout project duration and upon project completion

Communications and Social Media

• Support management team in the writing, scheduling, and delivery of social media messages via LinkedIn, Facebook, and Twitter.
• Liaison with Communications and Marketing
• Participate in meetings to plan CTS content updates for CTS website.
• Support content update requirements and website changes via Destiny One
• Attend Destiny One product meetings and act as CTS lead for Destiny One product updates
• Participate in information and planning sessions regarding training programs.
• Participate in student registration, applications, delivery, scheduling and record management processes associated with CTS programs.
• Recommend areas for improvement and adjustments where applicable regarding training programs.
• Liaise with program delivery team members providing consultation on best practices in customer service, policy and procedures, adjustments to current processes, new methods for program registration/delivery, etc.
• Develop student/client communication templates and investigate new approaches to standardize workflow processes.

QUALIFICATIONS: * Two-year diploma or equivalent in Office Administration, Accounting, or Human Resources.

• Minimum three years\xe2\x80\x99 experience providing administrative support in an office environment with a specific focus on HR and/or finance administration.
• Proficiency in Microsoft Office Suite is required.
• Ability to multi-task and be circumspect with confidential information.
• Experience using Banner and/or FAST is an asset.
• Accounting and bookkeeping experience is an asset.
• Project Management training or experience is an asset.
• Knowledge of post-secondary programs and policies is an asset.
• Marketing and knowledge of social media platforms is an asset.
• Excellent analysis and problem solving skills.
• Excellent customer service and communication skills.
• Demonstrated ability to work collaboratively by guiding and advising others.

Required Skills

Starting Rate: $28.56; Four Year Rate: $33.11

Required Experience

Full-Time Temporary Support Staff Position Opportunity May 2023 \xe2\x80\x93 September 2023

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on April 25, 2023. Competition number SS23-37.

This position is located at 1610 Champlain Avenue, Whitby. .

Durham College