Administrative Assistant

College Oshawa Durham College of Applied Arts and Technology

Administrative Assistant

Tracking Code
SS18-59
Job Description

 

Durham College is an equal opportunity employer and welcomes applications from qualified individuals, including members of visible minorities, Aboriginal peoples and persons with disabilities.

 

 

Administrative Assistant

COMPETITION NO. SS18-59

 

SUPPORT STAFF                    
POSITION OPPORTUNITY
NEW POSITION (X) FULL TIME (X)
REPLACEMENT () PART TIME ()
TEMPORARY ()



POSITION INFORMATION:

Payband: E
Salary: Starting Rate: $24.63; Four Year Rate: $28.55
Department: International        
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm)    
Reporting To: Dean
Campus Location: Oshawa

 

DUTIES AND RESPONSIBILITIES:

 

 

Administrative Support:

  • Provide administrative support to the Dean and to Managers as needed.
  • Schedule in-coming international delegations, and outgoing Durham College delegations for the Dean and as needed by Managers
  • Prepare work schedules for work study students ensuring that the reception area is covered as much as possible during office hours
  • Assist with training of work study students
  • Schedule, prepare agendas and record minutes of meetings as directed by the Dean.
  • Book rooms for meetings as directed by the Dean, and on an as needed basis for International staff members
  • Coordinate travel plans for the Dean, and assisting managers and staff as needed
  • Information collection/alignment and prepare reports particularly regarding Internationalization and Global Engagement Plan/Committee and ALT.
  • Create Standard Operating Procedure and flowcharts for staff as directed by the Dean, and maintain an up-to-date job duties list for all staff members within the International department
  • Follow up with Human Resources as needed regarding job postings, performance reviews, and new and renewal contracts
  • Liaise with the Executive Assistants and Administrative Assistants across the college, and other stakeholders as directed, regarding the Dean’s schedule,
  • Create and maintain paper and e-filing system for office
  • Organize and maintain records according to Records Information Management and FIPPA compliance while overseeing the proper disposal of highly sensitive/confidential student records in accordance with the SSC’s record archiving plan.Submit and follow up on Service and IT request
  • Assist with ordering of supplies, equipment, furniture, etc.

 

 

Customer Service:

  • Represent the International Education department in a professional manner.
  • Responsible for ensuring adequate coverage of the front reception area
  • Respond appropriately and with sensitivity to in-person, email and telephone inquiries from students, partners and agents where language and cultural differences are the norm.
  • Assist with answering the main phone line to the International Office
  • Monitor international inboxes
  • Provide information and support to international students interested in or currently studying at Durham College and Durham College students interested in DC education abroad activities.
  • Support and assist during orientation events as directed by the Dean and managers
  • Provide referrals to students as appropriate.
  • Respect confidentiality of student information (verbal and written).

 

QUALIFICATIONS:

 

  • Two year diploma or equivalent in office administration
  • A minimum of 2 years office administration experience preferably involving international clientele.
  • Proficiency in the use of computer software i.e. MS Office Suite, word processing, spreadsheets, online resources, internet research.
  • Excellent customer service/communication skills (verbal, written, and electronic).
  • Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.
  • Experience in recording and producing quality meeting minutes.
  • A background in the use of Banner and FAST would be an asset.
  • Experience in an academic environment would be an asset.
  •  

     

    Durham College provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.



    T: 905.721.3073
    F: 905.721.3134
    E: HumanResources@durhamcollege.ca



    In person: Campus Corners building, 2069 Simcoe Street North, Oshawa, Ont.



    Please apply below by submitting your cover letter and resume to the online portal.  Applications will be accepted until 4:00 pm on September 18, 2018.  



    We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

     

    Job Location
    Oshawa, Ontario, Canada
    Position Type
    Full-Time/Regular

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