Administrative Assistant

Durham College; Whitby; On-site; CAD 43,000 - 48,000; Full time

Job summary

Durham College invites applications for an Administrative Assistant to support the Executive Dean/Principal, Deans, and Managers across multiple faculties at the Whitby campus.

The role emphasizes front-desk reception, document processing, event coordination, and confidential handling of sensitive information, with a focus on delivering exceptional service to students and staff.

Qualifications

• Minimum two-year diploma in Office Administration.
• Minimum of three years experience in a customer service environment, with experience in an academic office environment an asset.
• Knowledge of post-secondary programs and policies is essential.
• Proficiency in MS Office suite and a background in use of Banner is an asset.
• Proficiency in the use of computer software i.e. word processing, spreadsheets, email, online resources, internet research.
• Proven ability to prepare useful meeting notes that summarize the topics discussed and capture action items.
• Excellent customer service/communication skills (verbal, written, and electronic).
• Ability to work independently as well as work collaboratively with team members.
• Well-developed problem-solving and decision-making skills.
• Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.

Responsibilities

• Performs reception/clerical duties both in-person, by telephone, live chat and e-mail, takes messages, arranges appointments as necessary, responds to a variety of inquiries from students, staff, other departments and the general public, sorts and delivers incoming mail, and scans documents for the Whitby campus, STA, HHS, Bistro and Pantry.
• Provides support services to the Executive Dean, Associate Dean, Manager Academic Operations, Faculty Finance & Administration Manager and Administrative Coordinator. Whitby campus faculty and student advisors in preparing and processing large volumes of work including correspondence, research, production of reports, packages, calendar of events, subject outlines, program guides, SSS/SFQ surveys and tests, Onboarding full-time and part-time faculty for STA and HHS.
• Event Planning: Takes lead alongside planning committees to organize yearly, college-wide events: Organizes all logistics, committee meetings, records minutes, other duties.
• Coordinates and provides administrative support related to committees including Program Advisory Committees, Welcome Back/Spring/Winter School meetings, program coordinators meetings, and Whitby Council. This includes setting meeting dates, bookings, generating and circulating agendas, attending meetings, recording and transcribing minutes, and distributing minutes with appropriate attachments and follow-up information.
• Academic Cycle tasks: Support for convocation, summer camps, part time culinary courses, prepare quarterly newsletter, review course outlines for accuracy in WebCOT.
• Maintains a variety of records such as purchase requisitions, timetables, expense reports, student records, course outlines, and tests; establishes and maintains office systems and routines.
• Other duties as assigned.

Skills

Customer service

Communication

Organization

Time management

Analytical skills

Education

Office Administration diploma

Tools

Banner

MS Office

Email

Spreadsheets

Job description

Administrative Assistant

Competition No. SS26-47

AboutDurham College:

Durham College (DC) is a leading post-secondary institution thatsupports students to develop career-ready skills for the ever-changing jobmarket. With a focus on experiential learning, led by expert faculty, throughfield placements, applied research, co-ops and other hands-on opportunities, DCgrads are known for having the skills and knowledge they need to adapt to theever-changing workforce.

A leader in innovative teaching and learning, Durham College offers awide range of market-driven programs across multiple disciplines, includingculinary management, farming and horticulture, business, IT, construction andtrades, science and technology, health care, engineering, social and communityservices, media, art and design.

Our modern campuses in Oshawa and Whitby offer145 programs – including six bachelor’s degrees and 11apprenticeship programs – tomore than 11,000 full-time post-secondary and nearly3,000 apprenticeship students. In addition, we have more than 16,000 studentregistrations in professional and part-time learning. More than 120,000 alumnirepresent the college, both locally and around the world.

DC hasan estimated annual economic impact of more than $913 million on Durham Regionand is proud to be an active and engaged member of the communities we serve bycontributing resources and expertise to enhance social and economic well-beingthrough partnerships, investments and collaboration.

Position Information

Full-time SupportStaff Position Opportunity
Payband: E; StartingRate: $30.43; Four Year Rate: $35.11
Department: Faculty of Skilled Trades & Apprenticeship, Faculty ofHospitality & Horticultural Science, and Faculty of Science and EngineeringTechnology
Hours: 35 hours per week; one (1) hour lunch; Mon – Fri (scheduled between thehours of 7:30 am to 6:00 pm; occasional weekend work)
Reporting To: Executive Dean, Faculty of STA, SET and HHS
Campus Location: Whitby
Vacancy Status:Existing vacancy
The primary function of this position is to provideadministrative support for the Executive Dean/Principal, Dean, Associate Deans,Manager, Academic Operations, and Faculty Finance & Administration Manager.The incumbent also provides student success support as needed.

Duties and Responsibilities:

• Performs reception/clerical duties both in-person, by telephone, live chat and e-mail, takes messages, arranges appointments as necessary, responds to a variety of inquiries from students, staff, other departments and the general public, sorts and delivers incoming mail, and scans documents for the Whitby campus, STA, HHS, Bistro and Pantry. Orders office supplies as needed and maintains the student locker processes.
• Provides support services to the Executive Dean, Associate Dean, Manager Academic Operations, Faculty Finance & Administration Manager and Administrative Coordinator. Whitby campus faculty and student advisors in preparing and processing large volumes of work including correspondence, research, production of reports, packages, calendar of events, subject outlines, program guides, SSS/SFQ surveys and tests, Onboarding full-time and part-time faculty for STA and HHS.
• Event Planning: Takes lead alongside planning committees to organize yearly, college-wide events: Organizes all logistics, committee meetings, records minutes, other duties.
• Coordinates and provides administrative support related to committees including Program Advisory Committees, Welcome Back/Spring/Winter School meetings, program coordinators meetings, and Whitby Council. This includes setting meeting dates, bookings, generating and circulating agendas, attending meetings, recording and transcribing minutes, and distributing minutes with appropriate attachments and follow-up information.
• Academic Cycle tasks: Support for convocation, summer camps, part time culinary courses, prepare quarterly newsletter, review course outlines for accuracy in WebCOT.
• Maintains a variety of records such as purchase requisitions, timetables, expense reports, student records, course outlines, and tests; establishes and maintains office systems and routines.
• Other duties as assigned.

Qualifications:

• Minimum two-year diploma in Office Administration.
• Minimum of three years experience in a customer service environment, with experience in an academic office environment an asset.
• Knowledge of post-secondary programs and policies is essential.
• Proficiency in MS Office suite and a background in use of Banner is an asset.
• Proficiency in the use of computer software i.e. word processing, spreadsheets, email, online resources, internet research.
• Proven ability to prepare useful meeting notes that summarize the topics discussed and capture action items.
• Excellent customer service/communication skills (verbal, written, and electronic).
• Ability to work independently as well as work collaboratively with team members.
• Well-developed problem-solving and decision-making skills.
• Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.

Contact Us

T:[e-mail]

C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

Land Acknowledgement

Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.