Administrative Assistant (Contract)

College Oakville Sheridan College Institute of Technology and Advanced Learning

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Faculty/Department: Institutional Research 
Employee Group: Administrative
Campus: Trafalgar (May be assigned activity at any Sheridan Campus)
Payband: NH
Reference Number: 19/A/02

Hiring Range: $53,922 - $57,293

Salary Range: $53,922 - $67,304
Application Deadline: January,24, 2019 
Application Details: This is a temporary replacement position that may continue up until June 15, 2020. 

 

 

Reporting to the Director, Institutional Research and Planning the Administrative Assistant is responsible for administrative functions related to operational support of the Director and the Institutional Research department. This includes: fielding inquiries, liaising with internal and external contacts, scheduling, organizing and expediting workflow and meetings,  financial, budget and HR transactional administration, internal/external communications, information tracking/records management and coordinating various logistics and activities.  The Administrative Assistant participates on, and assumes responsibility for, new and ongoing initiatives and projects in the department. Due to confidential aspect of work, considerable discretion and judgement is required.

 

 

Specific Responsibilities Include:

  • Providing a wide range of confidential administrative support to the Director and the Institutional Research department;
  • Providing some administrative support for the Director, Creative Campus and the Director, Integrated Planning;
  • Coordinating all scheduling (calendars, appointments, travel arrangements)  for the Director;
  • Preparing a variety of correspondence such as letters and reports. Prepares responses on own initiative, based on knowledge of the subject on behalf of the director, as appropriate;
  • Coordinating meetings and events, including: logistics, agendas, documentation, minutes and communication of action items; attends meetings, as requested on behalf of the director, to record;
  • Developing a system for efficient information storage, identification, retrieval, sharing, and disposal when administrative, legal, audit and regulatory value have ceased;
  • Developing and maintains a central system for project tracking in the department;
  • Initiating and undertaking special assignments by researching and analyzing data, collecting information and preparing reports;
  • Preparing and submits purchase requisitions/invoices/expense claims on behalf of the Director and the department and ensures payment; approves within purchasing/signing limits;
  • Developing and monitoring (with Director), the operating budget of department;
  • Managing the financial information regarding budgets, inter-department adjustments, project proposals and reporting;
  • Resolving problems without escalation where possible, using good judgement to determine which inquiries should be referred to Director or elsewhere for action;
  • Reviewing and assessing correspondence /communications, notifying the Director of any material requiring attention / action and resolving any matters on own initiatives, as appropriate;
  • Performing other initiatives and activities as required.

 

Qualifications:

The successful candidate will possess the following:

  • 3-year college diploma or university degree in office administration or a related field along with a minimum of 3 years of job related experience in an administrative position, preferably within a post-secondary environment (or an equivalent combination of relevant education and experience).
  • Excellent interpersonal and communication skills- oral and written.
  • High level of professionalism, discretion, diplomacy & tact.
  • Exercises sound judgement, flexibility and resourcefulness.
  • Able to develop collaborative work processes and effective teams.
  • Able to calmly handle a demanding workload, with changing or conflicting priorities. Possess excellent conflict resolution skills.

 

 

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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