Job Description

Job Number: J0423-0814

Job Title: Fire School Office Assistant - APP D

Job Type: Appendix D - Support Staff

Location: Sarnia, Ontario, Canada

Job Category: Support Staff

Closing Date: April 26, 2023

Department: Fire School

Reporting Manager: Associate Dean School of Fire Science

Salary: $24.62/Hour

Located on the beautiful homeland that is the traditional territory of the Ojibwe, Potawatomi and Odawa First Nations, for over 50 years, Lambton College has been a ground-breaking institution. Lambton College is a national leader in applied research, teaching methodologies, experiential learning opportunities and future-facing educational innovations. With 13,000+ students from 20 countries around the world, two main campuses in Sarnia, Ontario, and a growing roster of more than 90 diploma, certificate and degree programs, Lambton College offers students flexible learning options with a broad range of programs and courses that incorporate elements of classroom, mobile, hybrid and accelerated educational alternatives.

Lambton College ranks #1 in Ontario and #2 in Canada for Research in 2020 in addition to maintaining a ranking within the top 3 Colleges for Research for five straight years.

At Lambton College, we\'re proud of where we have been, but more importantly, where we are going, together. With Caring and Vitality as two of our core values at Lambton College, you know you\'ll be joining a team of passionate and fun colleagues.

About the Position:

This is a temporary, full time support staff position replacing a bargaining unit employee. This position will start as soon as possible and end December 31, 2023. Working 35 hours per week at an hourly rate of $24.62, reporting to the Associate Dean, Fire School.

Provides principal support to the Associate Dean, Fire School Manager, Corporate Training as well as to the Manager Fire School Campus Operations. Incumbent coordinates the day-to-day delivery of contracts - including preparation of course documents, client registration, arranging of delivery logistics, and tracking of contracts; prioritize and follow-up on multiple issues and concerns related to Industrial Fire Training at the Fire School, including those of a sensitive and/or confidential nature.

Works collaboratively with Associate Dean, Manager and Coordinators to ensure smooth operations of daily activities in Post-Secondary, and Industrial Fire Training.

Specific Accountabilities:

• Maintains course wait-lists, advises Business Coordinator for action
• Coordinates the delivery logistics of Industrial Fire
• Ensures preparedness of Training activities
• First point of contact at the Fire School for faculty, students, clients and community for general information
• Greets and ensures contractors on-site sign in and out
• Responsible for maintaining adequate amounts of office/instructional supplies
• Assigns cost-centres on purchases for Manager / Business Coordinator\'s verification / approval
• Creates Request for Accounts Receivable Invoices for Manager / Business Coordinator\'s verification / approval
• Based on information from the Business Coordinator and Manager of Fire School Campus Operations, keeps weekly Fire School training schedule up-to-date
• Prepares monthly expense reports for Managers\' signature and submission
• Acts as a liaison between various College departments
• Responds to internal and external inquiries using a sound knowledge of College Policies and Procedures, and departmental procedures
• Handles faculty and clients concerns, referring only extraordinary matters to the Associate Dean
• Assists in the coordination of Industrial Fire promotional activities
• Maintains a current pipeline report for weekly team meetings
• Develops, maintains and ensures currency of program documentation for the department (includes files, course outlines, booklists, text orders, contract information, program maps, web site, and brochures)
• Maintains/reports weekly summary of delivery status and opportunities/challenges
• Prepares program and contract proposals based on data from Associate Dean and Business Coordinator
• Identifies areas of concern and discusses with the Manager
• Other duties as assigned

Qualifications:

• 1year certificate, or equivalent, in Office Administration
• Minimum of 2 years experience in an administrative office environment
• Excellent Microsoft skills - Windows, Word, Excel, PowerPoint, Outlook
• Knowledge of programs/courses
• Excellent communication and interpersonal skills
• Excellent organizational, time-management skills
• Excellent writing skills
• Good conflict resolution skills
• Demonstrates respect for confidentiality
• Respectful of needs of contacts - internal/external
• Independent, Self-starter
• Capable of multi-tasking
• Ability to deal professionally and apathetically with students demonstrating anxiety related to academic and personal stresses
• Demonstrated appreciation for a high-level of customer service
• Familiarity with CIS (Colleague and WebAdvisor) would be an asset

Lambton College is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise the interview coordinator of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.

We thank all applicants for their interest and wish to advise that only those candidates selected for an interview will be contacted.

Lambton College hires on the basis of merit and is committed to employment equity. In support of a diverse and inclusive college community, Lambton College welcome applications from all qualified candidates, including Indigenous, M\xc3\xa9tis and Inuit persons, members of sexual minority groups, persons with disabilities and visible minorities.

Lambton College