Assistant To Chair- Setas

College Scarborough Centennial College of Applied Arts and Technology
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Organization Overview  
Diversity, equity and inclusion are fundamental to our mission to educate students. We are committed to education that places strong emphasis on global citizenship, social justice and equity. We live this value through the strength and richness that diversity brings to our workforce and welcome contributors from equity groups including: Aboriginal Peoples, Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons.
Title Assistant to Chair- SETAS
Competition Number 18-S-124
Campus/Site Progress
Position Summary

School of Engineering, Technology & Applied Science (SETAS)

 (This position is initially open to full time, bargaining unit employees of the college)



Reporting to the Chair, Sustainable Designs and Renewable Energy, the Assistant to the Chair provides administrative support within the School of Engineering Technology and Applied Science (SETAS). The incumbent is responsible for the administrative, clerical and organizational support to the Chair, faculty and technical lab support staff, and is the first point of contact for students, interdepartmental staff and external contacts. 

  • Provides excellent customer service to faculty, staff and students by responding in person, mail or by phone to program and department-related enquiries
  • Prepares letters, memos, reports, spreadsheets; assembling and organizing information/materials for distribution
  • Provides secretarial support to faculty and technical support staff (e.g. inputting of grades, maintains master copy of grade roosters, copies of exams, change of grades, transfer of credits, student waivers, student add/drop forms , etc.)
  • Provides support during student registration by organizing the registration processes, monitoring and controlling student flow and registering students
  • Assists with tracking student enrollment data from application to confirmation
  • Prepares hiring forms and documentation for faculty hires as directed; entering information on HR database
  • Generates teaching assignments from planning schedule for Chair’s approval
  • Enters courses assignments into Banner and prepares SWF’s (standard workload forms) for faculty
  • Assists in the recruitment of prospective co-op lab assistants and lab monitors as required
  • Records and monitors budget expenditures for the departments; escalating  discrepancies and/or issues of concern as appropriate
  • Maintains a calendar of key departmental events and deadlines
  • Schedules meetings, makes room reservations, arranges catering and prepares necessary documentation
  • Follows up on action items from meetings that are within the scope of the position
  • Collects supporting documentation for submission to the Ministry for program renewals and accreditation approval by external organizations
  • Prepares documentation for SETAS Curriculum Committee and submit model routes and revisions to Academic Excellence and Records
  • Other administrative tasks as assigned by the Department Chair
  • Two (2) year diploma in office administration. An equivalent combination of education and experience may be considered
  • Minimum of two (2) years of progressive administrative/secretarial experience in a large academic environment (e.g. over 1000 students, over 50 faculty)
  • Proficiency in MS Office Suite and Banner
  • Excellent communication, interpersonal and customer service skills
  • Demonstrated tact, diplomacy and ability to maintain high levels of confidentiality
  • Ability to work independently and effectively on own initiative and as part of a team.
  • Strong organizational skills with an exceptional ability to prioritize to meet shifting priorities
  • Experience, knowledge and understanding of working effectively in a diverse environment.

Classification Permanent - Support
Hours of Work 35 Hours
Additional Information as Applicable 8:30 AM – 4:30 PM, Mon to Fri
Posting Date 10/12/2018
Closing Date 10/19/2018
Application Info
Apply online:
"Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer." When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by October 19, 2018 at 4:30 PM. Please quote Competition #18-S-124. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.
We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).
Salary Range $26.57 to $30.81 per hour (Payband F)
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