Administrative Assistant (2 Positions)

Sheridan College; Oakville; Presencial; CAD 42.000 - 54.000; Jornada completa

Descripción de la vacante

Sheridan College in Oakville is seeking an Administrative Assistant to provide comprehensive administrative and operational support to designated departments. You will manage calendars, coordinate meetings, prepare reports, and assist with budgets, procurement and HR administrative processes while maintaining confidentiality.

The role requires strong communication, discretion, and the ability to coordinate across Sheridan faculties and external stakeholders in a fast-paced environment.

Formación

• 3-year diploma/degree in Office Administration, Business Administration, Business Management or a related field.
• 5 years of progressive experience providing senior-level administrative support.
• Experience in a post-secondary or similarly complex organizational environment is preferred.

Responsabilidades

• Provide confidential, senior-level administrative support to designated leaders, including calendar management, travel arrangements and meeting coordination.
• Record notes from internal and external meetings and provide department perspective on issues.
• Support budgets, reporting, proposals and contracts; assist with procurement and financial processes.
• Contribute to budgeting, data analysis, and account reconciliation; prepare purchase requisitions within limits.
• Coordinate departmental events and initiatives; assist with newsletters, web content, surveys and communications.
• Perform additional duties as assigned.

Conocimientos

Office administration

Communication

Educación

3-year diploma/degree in Office Administration or related field

Descripción del empleo

Reporting to the Manager, Executive Administration & Assistant Secretary to the Board of Governors, the Administrative Assistant is responsible for providing comprehensive administrative and operational support to the assigned department(s) or portfolio(s). Responsibilities include, but are not limited to, responding to inquiries, liaising with internal and external stakeholders, scheduling and coordinating meetings, organizing and prioritizing workflows, supporting financial, budgetary and HR administrative processes, preparing reports and correspondence, maintaining records and documentation, developing presentations, and coordinating departmental activities. The Administrative Assistant supports a variety of complex and confidential administrative functions, processes and documentation. They contribute to ongoing departmental initiatives and projects. Responsibilities include tracking expenditures, monitoring budgets, coordinating purchasing activities, maintaining databases and preparing reports, as needed. As a key point of contact, the Administrative Assistant facilitates effective communication, responds to inquiries, resolves routine matters independently and also escalates issues when appropriate. A thorough understanding of departmental operations, priorities, policies and procedures is essential to providing effective support. Given the nature of the work and access to sensitive and confidential information (schedules, calendars, meetings), a high degree of discretion and sound judgement is required.

What You’ll Be Doing

• Providing a wide range of confidential, senior-level administrative support to designated leaders and management, including coordinating calendars, schedules, appointments and travel arrangements; attending internal and external meetings as required on behalf of management to record pertinent information and provide the department’s perspective on issues presented; managing records, updating vacation schedules and preparing bi-weekly attendance reports for assigned departments;
• Responding to communications, inquiries and concerns from a variety of internal and external stakeholders; tracking issues and following up to ensure appropriate action has been taken; liaising with staff at all levels, external consultants, vendors and business partners; and facilitating communication across Sheridan Faculties and departments regarding departmental operations, initiatives and projects;
• Supporting designated leaders and management with projects, reporting, analysis and the preparation of presentation materials, reports, proposals and contracts; researching, reviewing, proofreading and submitting documentation related to departmental budgets and strategic planning;
• Participating in budget development, data analysis and account reconciliation, including preparing and submitting purchase requisitions within established purchasing limits; monitoring operating and capital budgets; and compiling and organizing data to support planning, forecasting, budgeting, reconciliation and reporting;
• Coordinating administrative and logistical activities related to departmental events and initiatives; supporting designated leaders and management in developing e-newsletters, web content, surveys and other communication materials, as required;
• Performing other related duties as assigned.

About You

You have the skills and knowledge to work with an increasingly diverse student and staff population as well as a proven commitment to anti-oppression, equity, and inclusion.

You have strong interpersonal, verbal and written communication skills, with the ability to build positive, collaborative relationships with a variety of internal and external stakeholders.

You demonstrate a high degree of professionalism, discretion, diplomacy and tact, exercising sound judgement and maintaining confidentiality when handling sensitive information.

You are highly organized and adaptable, with strong time management skills and the ability to prioritize competing demands, manage changing priorities and meet deadlines.

You bring strong analytical, problem-solving and conflict resolution skills, with the ability to navigate challenges and identify practical solutions.

You are self-motivated, resourceful and proactive, demonstrating initiative and the ability to work both independently and collaboratively in a fast-paced environment.

You are committed to delivering exceptional customer service and creating positive experiences for internal and external stakeholders.

The Successful Candidate Will Also Meet The Following Qualifications

• 3-year diploma/degree in Office Administration, Business Administration, Business Management or a related field
• 5 years of progressive experience providing senior-level administrative support, preferably in a post-secondary or similarly complex organizational environment (equivalent combinations of education and experience will be considered)
• Experience