City : Ottawa

Category : Other

Industry : Education

Employer : Algonquin College

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department:

Financial, Accounting, and Legal Studies (Mary Grammatikakis)

Position Type:

Full-Time Support

Salary Range:

$26.21-$30.39-Hourly

Scheduled Weekly Hours:

36.25

Anticipated Start Date:

April 18, 2022

Length of Contract:

N/A

Posting Information

Employees who are full-time internal candidates, as defined by the Support Staff Collective Agreement, will be given first consideration.

Posting Closing Date:

March 25, 2022

Please note: jobs are posted until 12:01 am on the job closing date.

Job Description:

The Administrative Assistant provides a range of administrative, communications, and secretarial support to the Academic Chair of the Financial, Accounting, and Legal department.  The position also provides administrative support to faculty and support staff. The Administrative Assistant is the first point of contact for multiple stakeholders, proactively administers the office work cycles, and supports various committees. The incumbent is conscientious, professional, and respects confidentiality.

Duties and Responsibilities:

Provides administrative support to the Chair by:

• Establishing and maintaining office procedures, bring forward systems, etc.;

• Organizing and maintaining a variety of files and record keeping systems, in accordance with best practices, as well as college policies and procedures;

• Providing first point of contact support for the Chair regarding student and staff issues and inquiries;

• Monitoring entry and ensuring accuracy of full-time leave data for the Chair’s approval, providing guidance to faculty and staff on leave entry processes, and providing update reports upon request of the Chair;

• Scheduling meetings and appointments with internal and external stakeholders;

• Providing administrative and secretarial support for Program Advisory Committee, Program Council, Program Quality Review, departmental and other program-related meetings; scheduling, minute-taking, distributing agendas and minutes, as well as securing appropriate space and hospitality services, as required;

• Preparing and providing appropriate documentation to support meetings and processes, typing and formatting documents, generating emails, letters, and reports, obtaining signatures from staff, Chair, and Dean and disbursing to file, and other stakeholders, if required;

• Preparing and organizing documentation for faculty and staff hiring processes.

Provides administrative support to department faculty and staff by:

• Orienting new part-time and full-time faculty to department procedures, completing key requests, photocopy codes, and ID requisitions for faculty and staff;

• Coordinating the process for book and resource orders with faculty and coordinators; working proactively with the College bookstore to ensure orders are complete and received in a timely manner, and resolving issues with book orders, as required;

• Providing information on College policies and procedures to faculty and staff;

• Compiling final examination requirements and entering exam loading on the Student Information System; ensuring that exam schedules are correct and complete; preparing exam invigilation/floaters schedule, to be approved by the Chair, and distributing to faculty;

• Coordinating printing requests, ensuring all requests are received and distributed appropriately, within budget allocations;

• Providing administrative and secretarial support for a variety of student-related academic processes including final grade entry/ grade change, exemption review, academic integrity cases, KPI survey distribution;

• Organizing office space requirements for full time and part time staff and faculty in conjunction with the School Financial/Business Analyst.

Performs a variety of other responsibilities including:

• Provides courteous front line service support for all clients (students, faculty, staff, members of the public) including answering the telephone, greeting office visitors, as well as responding to inquiries in person, by telephone and by email;

• Maintaining photocopying and printer equipment, troubleshooting issues;

• Maintaining a sufficient level of classroom and office supplies, within available budget; ordering, receiving and issuing supplies, as required;

• Screening, sorting and distributing incoming and outgoing mail and parcels.

Performs various other duties, as assigned.

Required Qualifications:

• One (1) year certificate (or equivalent) preferably in Office Administration, a Business-related field, or closely-related qualification;

• Three (3) years of related experience in a responsible administrative support position.

This job requires occasional or regular onsite work in accordance with Policy HS 16.

Full vaccination against COVID-19 is a condition of hire (subject only to any legislation or legal principles that may apply) for all positions that need to come on campus, including fully onsite 5 days per week, hybrid 1-4 days per week, and ad-hoc meetings on campus. This applies to all classifications of employees.  Official proof of COVID-19 vaccination in the form of a copy of an Ontario Ministry of Health vaccination certificate (or its equivalent from another jurisdiction) must be submitted prior to the commencement of employment.

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. Internal candidates will receive first consideration based on qualifications. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.