Administrative Assistant

CTS Canadian Career College; Barrie; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to serve as the primary point of contact for visitors and phone inquiries. This role involves supporting various managers and handling essential office tasks such as processing transactions, maintaining supplies, and organizing events. The ideal candidate will thrive in a fast-paced environment, showcasing their proficiency in Google Suite and Microsoft Office. With a focus on professionalism and effective communication, this position offers an opportunity to contribute to a dynamic team while gaining valuable experience in office administration. If you are detail-oriented and eager to make a difference, we invite you to apply.

Qualifications

• Previous experience as an assistant or receptionist in an office.
• Familiar with Career Colleges and Ontario Career Colleges Act.

Responsibilities

• Serve as the main point of contact for phone calls and visitors.
• Process the Point of Sale system and maintain inventory.
• Assist with orientation and graduation ceremonies.

Skills

Google Suite

Microsoft Office

WhatsApp

Typing speed of 40 WPM

Professional communication

Education

College Diploma in Office Administration

Job description

Hours of Work:40 Hours Per Week

Job Status:Full-Time, Temporary Contract - With possibility of extension.

Wage:$19 - $21 per hour

Location:Barrie, Ontario

Competition Number:2025-014

This job posting is for a vacancy.

Job Summary

The Administrative Assistant is responsible to be the principle point of contact for the organization for phone calls and visitors. They are also responsible to provide support to various managers within the organization.

Duties and Responsibilities

1.0 Answer telephone enquiries and relay telephone calls when working in office

2.0 Greet visitors, ascertain nature of business and direct appropriately

3.0 Process the Point of Sale system and prepare weekly bank deposits

4.0 Order office supplies and maintain inventory

5.0 Create purchase orders for books

6.0 Order student and instructors books

7.0 Invoice students books

8.0 Responsible for the shipping and receiving

9.0 Receive payments and issues receipts for student transactions

10.0 Record and prepare minutes of meetings

11.0 Arrange travel schedules and make reservations

12.0 Act as back-up for the Registrar, Financial Accounts Administrator, Financial Aid Officer, and Admissions when directed

13.0 May compile data, statistics and other information to support research activities

14.0 Enter lead information into GOLDMINE when required

15.0 Receive walk-in leads

16.0 Schedule appointments

17.0 Follow-up for appointments

18.0 Photocopy and collate documents for distribution, mailing and database systems

19.0 Send and receive messages using facsimile machine

20.0 Maintain filing systems and controlling confidential materials and documents

21.0 Help with keeping Goldmine records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields

22.0 Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance

23.0 Respond to head office enquiries

24.0 Register complaints and arrange appropriate meetings to resolve issues

25.0 Prepare orientation packages

26.0 Assist with orientation

27.0 Plan, prepare, and carry-out graduation ceremonies

28.0 Create and maintain current, incomplete, and graduated student transcripts

29.0 Provide attendance sheets for instructors on a weekly basis

30.0 Verify action plans are submitted based on student absences

31.0 Advise program coordinators when student hours are missing

32.0 Assist the instructors with Appendix H's to ensure compliance with the ministry

33.0 Enter student placement hours on AGAR

34.0 Review AGAR and inform proper personnel of any issues or discrepancies

35.0 Close the Academic files for incomplete and graduated students

36.0 Assist with exit evaluations

37.0 Input course evaluations

38.0 Other duties as assigned

Qualifications

Education

College Diploma in Office Administration, or related field is preferred.

Experience

The successful candidate should have previous experience within an office environment working as an assistant or receptionist.

Knowledge

• Familiar with Career Colleges
• Ontario Career Colleges Act
• Accessibility of Ontarians Disability Act - Customer Service Standard

Skills

• Google Suite (Docs, Calendar, Gmail, Sheets, Etc.)
• WhatsApp
• Microsoft Office
• Proficient with technology & computers

Abilities

• Typing speed of 40 WPM with a minimum of 92 percent accuracy
• Conduct yourself professionally at all times
• Communicate with internal staff

Working Conditions

• Position location: Barrie, Ontario
• Work environment: Office position
• Contract: Contract length is for a period of 3.5 months with possibility of extension.
• Hours of work: 40 hours per week
• Schedule of work is typically 8:30am - 5:00pm

Compensation

The successful candidate can expect a starting range between $19.00 - $21.00 per hour.

APPLICATION PROCESS

Please submit your cover letter and resume to [e-mail] and identify the position and location that you are applying for in the subject line.

CTS Canadian Career College and Modern College of Hairstyling and Esthetics is an equal opportunity employer.