Administrative Assistant

Durham College; Whitby; On-site; Full time

Job summary

Durham College is seeking a full-time administrative support staff member for a temporary position. The successful candidate will provide comprehensive clerical and support services to the Faculty of Skilled Trades & Apprenticeship and Faculty of Hospitality & Horticultural Science, contributing to student success and operational efficiency.

Qualifications

• Three years experience in a customer service environment preferred.
• Ability to work independently and collaboratively.
• Knowledge of post-secondary programs and policies is essential.

Responsibilities

• Perform reception/clerical duties and manage inquiries.
• Coordinate event planning and administrative support for meetings.
• Maintain various administrative records and systems.

Skills

Customer service

Communication skills

Organizational skills

Education

Minimum two-year diploma in Office Administration

Tools

MS Office Suite

Job description

About Durham College:

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

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Position Information:

Full-time Support Staff Position Opportunity: June 2025 – February 2026; Temporary Employee Replacement (Appendix D, see page 111 of the Full-Time Support Staff Collective Agreement)

Payband: E; Starting Rate: $28.78; Four Year Rate: $33.37

Department: Faculty of Skilled Trades & Apprenticeship and Faculty of Hospitality & Horticultural Science

Hours: 35 hours per week; one (1) hour lunch; Mon – Fri (scheduled between the hours of 7:30 am to 6:00 pm; occasional weekend work)

Reporting To: Office Manager, Faculty of STA and HHS

Campus Location: Whitby

The primary function of this position is to provide administrative support for the Executive Dean/Principal, Dean, Associate Deans, Manager, Academic Operations, and Office 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/Principal, Dean, Associate Dean, Manager Academic Operations, Office 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.