Conestoga College Looking for Administrative Assistant at Kitchener, ON Full Time

Requisition Details

Support Staff Full-time Appendix D Contract Replacement Position (Immediate – February 28, 2023) – Revised Repost

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant provides a variety of administrative and clerical support services to the Leadership Team of the School of Community Services and functions as the Program Advisory Committee (PAC) Assistant for the School as well as Program Assistant for one of the Chairs. The incumbent will develop and maintain effective administrative procedures including orientation of new part-time and full-time faculty, budgeting, loading and scheduling requirements, creation of employment contracts, communicating with (PAC) members, organizing PAC meetings and taking meeting minutes.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 4 days on-site, and 1 day remote.

Responsibilities:

• Administering day-to-day operations for the office of the Chair, Human Services programs including booking meetings/appointments, organizing meeting materials/presentations, taking minutes and following up on action items
• Monitoring directives and taking appropriate follow-up action to ensure information is received to meet required deadlines
• Co-ordinating the administration of SATs and faculty performance evaluations and contracting part-time staff to assist with SATs as required
• Maintaining appropriate paper and electronic filing systems
• Monitoring employee absence and vacation records
• Facilitating initial orientations and arranging office space, hardware and software account set up for new full and part-time department employees
• Responding to inquiries from full and part-time faculty regarding processes, policies and procedures
• Working with the scheduling department regarding faculty timetables and Standard Workload Formula (SWF) assignments
• Requesting HR to prepare wage calculations for new part-time faculty, creating, loading and tracking employee contracts and resolving issues as required
• Scheduling interviews with Chairs and potential part-time employees
• Co-ordinating, explaining and checking tests on file for the Prior Learning Assessment and Recognition (PLAR) process for programs under Chairs
• Preparing, analysing and inputting data into budget system and resolving any discrepancies
• Tracking, maintaining and submitting department lists (i.e., visitor parking passes; convocation readers, etc.)
• Providing administrative support and acting as the PAC Assistant for the program advisory committees in the School of Community Services
• Maintaining a work calendar for PAC’s to proactively book rooms and prompt Chairs and Program Coordinators to prepare for upcoming PAC meetings
• Maintaining the PAC membership list, sending information to new members, updating the membership records and PAC member focus grid and forwarding letters confirming appointments and re-appointments
• Planning agenda preparation and ensuring agenda information goes to Advisory Members in a professional, helpful and timely manner
• Monitoring attendance at PAC meetings and working with the Chairs to maximize attendance
• Managing budgets and meeting requirements for PAC meetings including room scheduling, caterings and AV needs
• Preparing action-focused minutes and ensuring follow-through on action items
• Preparing annual reports as requested by the Executive Dean/Chair or Office of Academic Administration
• Providing support in a timely and confidential manner

Qualifications:

• Two-year Diploma in Office Administration or Office/Executive business-related discipline
• Minimum of three years practical experience working for managers
• In-depth knowledge of Microsoft Office products, including working with databases
• Knowledge of Learning Management Systems is considered an asset
• Demonstrated minute-taking and transcription ability
• Excellent organizational skills, oral and written communication skills
• Excellent interpersonal skills with the ability to communicate professionally, tactfully and diplomatically
• Strong problem-solving skills with the ability to take initiative on tasks

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