Administrative Assistant, Glenn Crombie (Internal/External)

Cambrian College; Greater Sudbury; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Mental health first aid training

Job summary

Cambrian College’s Glenn Crombie Centre for Accessibility, Counselling and Wellness has an immediate opening for a full-time Administrative Assistant. This role provides comprehensive customer service and administrative support to the GCC and reports to the Director.

Key duties include coordinating activities and events, managing meetings and spaces, processing payroll-related data, handling invoices and purchasing, and maintaining organized files and welcoming front-desk service for students,

Qualifications

• Two-year postsecondary diploma in Business Administration or Office Administration or related field.
• Five years of administrative assistant experience preferred, ideally in education.

Responsibilities

• Coordinate planning and organization of GCC activities and events; provide administrative support to the Department, Director, Managers, and staff.
• Book meetings and rooms; order supplies; support onboarding of new staff; maintain electronic storage and portals.
• Enter and track attendance, vacation, and payroll-related data.
• Prepare vouchers, purchase chits, reimbursements, invoices, and travel expense forms; assist accounts payable.
• Maintain departmental files (digital/paper) including student files; scanning as needed.
• Greet visitors and direct them to resources; provide information on procedures and policies.

Skills

Customer service

Communication

Time management

Multitasking

Education

Two-year diploma in Business Administration/Office Administration

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Cambrian College’s Glenn Crombie Centre for Accessibility, Counselling and Wellness has an immediate opening for a full-time Administrative Assistant.

Note: Internal candidates, as defined by the Full-Time Support Staff Collective Agreement, will be given first consideration.

Reporting to the Director, Glenn Crombie Centre (GCC) for Accessibility, Wellness and Counselling, the Administrative Assistant will provide comprehensive customer service and administrative support to the Glenn Crombie Centre.

The Administrative Assistant will handle a variety of tasks such as:

• Coordinates the planning and organization of GCC activities and events and provides administrative support to the Department, Director, Managers, and employees of the GCC.
• Supports the organization of the team, which includes booking meetings and rooms, ordering and purchasing supplies, supporting the onboarding of new staff, maintains updated electronic storage and communication sites, posting new information on portals and maintaining departmental folders with updated processes, procedures and resources for the team.
• Initiates, prepares, and enters the data required for tracking attendance, vacation, and payroll reports.
• Prepares cheque vouchers, supply order chits, credit card reconciliations, invoice requisitions, petty cash vouchers, travel expense forms, and print shop requisitions as requested by the Director or Manager and assists the accounts payable office with outstanding invoices for the center.
• Responsible for the set-up and maintenance of departmental files (digital and/or paper) including student files and correspondence, scanning.
• Maintains an organized and welcoming office environment, professionally greets all visitors, and assists them in locating college and community resources and services.
• Receives and responds to electronic, phone, and in-person requests from students, faculty, and college staff for accessibility, counselling, and wellness services.
• Screens visitors, refers them to proper areas, and ensures that they are provided with information related to the nature of the visit/meeting, including processes, procedures, and policies.
• Assist students who present to the GCC reception in distress or crisis by providing initial de-escalation support and connecting them to internal or external resources.
• Implements, and maintains effective and efficient office procedures, recommends and/or initiates changes to office procedures to improve efficiency.
• Coordinates alternative format resources to ensure students with disabilities have access to learning resources. This includes receiving requests, verifying eligibility, liaising with publishers, and scanning materials when required.

Required:

• Minimum of a two-year postsecondary diploma in Business Administration, Office Administration or related field. (A copy of educational documents must be submitted with application *** education completed outside of Canada, applicants are required to submit a WES or ICAS with their application).
• Minimum of five years of experience as an administrative assistant, preferablyin an educational setting.
• Collaborative and proactive professional who promotes teamwork and works cohesively within a team-oriented environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Experience in an environment where adaptation and adjustment to working with people, and adjustment to rapid change and short timelines were required.
• Experience in customer service and dealing with people in distress.
• Excellent oral and written communication, organizational, and time management skills
• Ability to handle multiple tasks simultaneously and work under pressure.
• High attention to detail and a high level of accuracy

Assets:

• Recognized training in Mental Health First Aid and/or SafeTalk.

To be considered, candidates must provide the following as an attachment:

• Educational documents
  1. WES/ICAS Equivalence if degrees/diplomas are from a Non-Canadian University