Administrative Assistant, Caps (Part-Time - 3 Positions)

College Oakville Sheridan College Institute of Technology and Advanced Learning

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Employee Group
: Part-time

Faculty/Department: Continuing and Professional Studies
Campus: Trafalgar, Davis or HMC (All campuses as required)
Reference Number: 18/PT/57, 18/PT/58, 18/PT/59
Hourly Rate: $27.65/hour + 6% in lieu of benefits and vacation
Hours/Week: Mon - Thurs (4pm - 8pm), Sat (8am - 12pm)
Application Deadline: August 17, 2018
Application Details: There are 3 positions available. 


Reporting to the Associate Director, or Associate Dean, the Administrative Assistant is a member of the Continuing and Professional Studies (CAPS) department, accountable for managing the administrative functions of the office of the Associate Director, or Associate Dean, including providing support specific to a cluster of programs and courses within CAPS. The incumbent organizes and expedites the flow of work through the office of the Associate Director, or Associate Dean, having a thorough understanding of academic operations and human resources principles in order to act on behalf of the Associate Director, or Associate Dean, to escalate or refer matters for resolution. Due to the confidential nature of this work, considerable discretion, judgement, decision making, diplomacy and professionalism is required. 


Specific Responsibilities Include:


• Acts as an administrative liaison between CAPS and HR for transactional matters;
• Assists with various salary administration matters (e.g. calculates hourly rates for new hires, prepares contract letters, tracks absences and salary adjustments);
• Organizes and processes non-full time recruitment activities (e.g. support for job postings; screening resumes, and; identifying and matching faculty expertise to set criteria related to course requirements);
• As a member of the CAPS department, participates and assists in providing departmental support; assists with promotion and marketing initiatives; plans and coordinates events (e.g. Information Sessions, Open Nights, focus groups); Establishes/manages administrative processes for special projects;
• Acts as the first point of contact to support students and faculty in support of programs/portfolio;
• Communicates program information such as cancellation of classes and change of dates;
• Provides confidential administrative assistance and coordinates activities flowing from the office of the Associate Director, or Associate Dean;
• Coordinates calendars, schedules, appointments and travel arrangements;
• Prepares a variety of correspondence such as letters and reports;
• Provides first line of response to inquiries; resolve matters on own initiative; and notifies Associate Director, or Associate Dean, regarding any material requiring attention/action;
• Performs other duties/activities as required.



• A 3 year diploma/degree in Business, Office Administration or related field is required;
• 3 years related experience in an administrative position within a post-secondary environment is required;
• An understanding of academic operations and human resources principles;
• Proficiency with computer database systems, spreadsheets and word processing (e.g. PeopleSoft, SLATE, MS Office);
• Well-developed organizational, planning and project administration skills;
• A high level of professionalism, diplomacy and tact combined with strong analytical, critical thinking and listening skills;
• Discretion and good judgement to act in matters pertaining to the operational or administrative priorities of the portfolio in the absence of the Associate Director or Associate Dean;
• The ability to act independently, with initiative, as well as collaboratively;
• Strong communication skills (oral and written).



Please apply online:



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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