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Division Administrative Assistant, Research & Corporate Planning

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: Indigenous Peoples, Visible Minorities, Persons with Disabilities, Lesbian Gay, Bisexual, Transgender and Queer persons

Title Division Administrative Assistant, Research & Corporate Planning
Competition Number 19-S-161
Campus/Site Progress Campus
Position Summary
Research & Corporate Planning Division
(This position is initially open to full time, bargaining unit employees of the College)
 
Reporting to and working under the general direction of the Associate Vice President (AVP) - Research & Corporate Planning (RCP), the Division Administrative Assistant provides a full range of advanced administrative and project-oriented and management for the Office of the AVP. The incumbent’s services and efforts are tailored to the AVP’s needs and priorities towards operational efficiency of the division and its role within both an academic institution and a business enterprise.
 
As the first point of internal/external contact to the AVP, the incumbent must exercise superior judgment and diplomacy in diverse, confidential and politically sensitive situations with employees, students and constituents. The incumbent acts as the liaison and a resource for the office with internal and external partners, including provincial Ministry contacts, consultants and vendors. The incumbent will address a diverse range of matters, some of which could be sensitive or difficult situations.
 
The incumbent also develops, establishes and maintains workflows, information tracking systems, manual and electronic schedules and filing systems and coordinates meetings and special events. The incumbent coordinates processes and special projects across the AVP’s portfolio that support student success and institutional excellence through institutional research and analysis, applied research, innovation, entrepreneurship, strategic initiatives, external relations and corporate planning initiatives.
 
The incumbent is committed to supporting the goals of the Office of the Associate Vice President, Research & Corporate Planning and to enhancing Centennial’s reputation within the community-at-large.
Responsibilities
  • Determines the priority of and screens correspondence and in-person inquiries and requests, deciding whether to respond or reroute to AVP or other College staff as appropriate
  • Manages the schedule of the AVP and coordinates all related logistics. Manages the budget and resources of the Office of the AVP
  • Researches for, prepares and/or compiles executive-level reports, presentations, briefings, memos, etc.
  • Develops, establishes and maintains highly confidential information and documentation, ensuring secure and efficient retrieval from both paper and electronic files as per College and regulatory requirements
  • Plans and coordinates divisional events with the goal of employee engagement and empowerment
  • Provides administrative support to executive steering committees and task forces chaired by the AVP, tracking and following up on action items in a timely manner in collaboration with the AVP
  • Coordinates the Strategic Planning process, which includes arranging committee meetings, events, communicating with vendors, speakers and key stakeholders
  • Supports the AVP’s senior leadership team with drafting and delivering divisional reporting and plans, including the Budget, Business Plan, Annual Report, and Business Continuity Plan. Tracks, collects, analyzes, verifies, consolidates and edits information and data
Qualifications
  • Three (3) year diploma in Business Administration or a related field required
  • Five (5) years of progressive administrative experience supporting senior administrators and coordinating their deliverables with a service-centred philosophy. Direct experience in the Education sector is preferred
  • Experience with preparing a variety of correspondence including reports, presentations, memos, briefings
  • Experience with an electronic scheduling/calendaring system
  • Advanced computer literacy is required in MS Word, Outlook and PowerPoint; intermediate level proficiency in Excel
  • Project and/or events management skills, with an ability to assess and evaluate, is an asset
  • Superior diplomacy, confidentiality, tact and judgement as demonstrated in a politically sensitive role
  • Demonstrated high level of initiative and resourcefulness within an independent function
  • Strong relationship-building, client service, communication, writing and research skills combined with an eye for detail
  • Proven organizational and excellent time management skills. Works well under pressure with timelines and multitasks in a dynamic work environment with competing priorities
Classification Permanent - Support
Hours of Work 35 Hours
Additional Information as Applicable 9:00 am - 5:00 pm
Posting Date 10/8/2019
Closing Date 10/16/2019
Application Info
Apply online by clicking the "Apply Now!" button.
 
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 16, 2019 at 4:30 PM. Please quote Competition #19-S-161. 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 $31.37 - $36.42 per hour (Payband H)
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