Administrative Assistant

College Oakville Sheridan College Institute of Technology and Advanced Learning

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Faculty/Department: Centre for Teaching and Learning
Employee Group: Administrative
Campus: Trafalgar (May be assigned activity at any Sheridan Campus)
Payband: NH
Reference Number: 18/A/76

Hiring Range: $53,922 – $57,293

Salary Range: $53,922 - $67,403
Application Deadline: Open until filled (initial screening to take place week of  August 13)

Reporting to the  Associate Dean, Program Development & Quality Assurance, the Administrative Assistant is responsible for administrative functions related to operational support of the Associate Dean’s portfolios and the Centre for Teaching & Learning (CTL) department. This includes fielding inquiries, liaising with internal and external contacts, scheduling, organizing and expediting workflow, coordinating meetings/events, recording minutes,  financial and HR transactional administration, information tracking/records management, project management, facilities management, and coordinating multiple activities.  The Administrative Assistant participates in  and assumes responsibility for, new and ongoing initiatives and projects in the department.

 

 

Specific Responsibilities Include:

 

  • Provides a wide range of administrative support to the AD and the respective portfolios
  • Works collaboratively with others (e.g. the Assistant to the Dean, department leaders) to coordinate project planning for all portfolios/initiatives
  • Coordinates schedules (calendars, appointments, travel arrangements) for the AD
  • Prepares a variety of correspondence, such as letters and reports. Prepares responses on own initiative, based on knowledge of the subject on behalf of the AD
  • Reviews and assesses communications, notifies  the AD of material requiring attention/action or resolves matters on own initiative
  • Coordinates meetings and events, including: logistics, agendas, documentation, minutes, communication of action items; attends meetings, as requested on behalf of AD, to record/communicate information and provide department perspective on issues
  • Attends program and College meetings to stay abreast of developments and communicates information to the AD
  • Assists with maintenance of department e-mail for general information requests
  • Completes correspondence and information management (files, documents)
  • Liaises with a variety of clients and staff at various levels, as well as external consultants, vendors and business partners
  • Initiates and undertakes special assignments: participates in research, collection and analysis of data and prepares reports
  • Prepares and submits purchase requisitions, invoices, expense claims on behalf of the AD and the department and ensures payment; approves within purchasing/signing limits
  • Other duties as assigned

 

Qualifications:

 

  • 3-year diploma or degree in Office Administration or a Business related field
  • Minimum of 5 years’ experience in an administrative position including: working with budgets, developing e-newsletters, web materials and surveys, researching information using web and other resources (or an equivalent combination of relevant experience and education)
  • Well-developed skills in project administration, event organization and planning, and information management
  • High level of proficiency with office technologies and able to quickly learn new software applications
  • Experience working within a post-secondary environment would be considered an asset
  • Effective interpersonal and communication skills and a high level of professionalism, discretion, diplomacy & tact are required
  • Ability to exercises sound judgement, work effectively within a team and ability to manage multiple priorities
  • Analytical approach to complex problem solving

 

Please apply online: https://careers-sheridancollege.icims.com

 

Sheridan welcomes diversity in the workplace and encourages applications from all qualified individuals, including visible minorities, Indigenous People, and persons with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Sheridan is committed to accommodating applicants with disabilities throughout the hiring process.  At any stage of the hiring process, Human Resources will work with applicants requesting accommodation.

 

Note: Copies of educational credentials are requested at the time of an interview. As a condition of employment, Sheridan requires confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency.

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