Administrative Assistant

Ontario Tech University; Oshawa; On-site; CAD 54,000; Full time

Job summary

Ontario Tech University seeks a full-time Administrative Assistant to provide high-level support within the Office of the Provost. The role involves managing schedules, providing administrative support to various units, and ensuring confidentiality. Ideal candidates will have 3-5 years of relevant experience and strong organizational skills, with a commitment to equity and inclusion.

Qualifications

• 3-5 years of experience as an administrative assistant in a similar environment.
• Ability to maintain confidentiality while handling sensitive information.
• Experience with Ontario Tech University systems is an asset.

Responsibilities

• Provides confidential administrative support to the AVP DIB and other Directors.
• Manages multiple calendars and schedules with confidentiality.
• Coordinates HR administrative support for hiring committees.

Skills

Attention to detail

Communication

Organizational skills

Time management

Judgment

Education

Completion of a formal post-secondary program

Tools

Microsoft Office

Virtual meeting platforms

Job description

Faculty / Department : Office of the Provost

Number of Positions : 1

Appointment Type : Full-Time Continuing,

Hours of Work : 35 hours per week

Salary Range : Level 6- Annual Hiring Salary,$53,231, with annual step progression in accordance with the.

Posting Date : July 25, 2024

Closing Date : August 7, 2024

Job Summary :

Reporting to the Assistant to theProvost, the Administrative Assistant is responsible for providing high leveladministrative support to several units within the Office of the Provost. TheAdministrative Assistant is a team player who can work independently as well assupport team members doing a variety of duties, while adhering to policies,procedures and processes.

This position will provide 50%support to the AVP Diversity, Inclusion and Belonging, and 50% support to otherunits as assigned.

Responsibilities / accountabilities :

• Provides confidential administrative support to the AVP DIB and other Directors in the Provost Unit as assigned.
• Manages multiple calendars and schedules while maintaining a high level of confidentiality and discretion.
• Excellent communication skills dealing with individuals in person, virtually, over the phone, and in a variety of written formats
• Provide meeting and committee support including scheduling, agendas, taking minutes.
• Develops or maintains electronic documents or filing systems for the management teams as required.
• Office reception and first point of contact for guests, students, staff and visitors.
• Troubleshoots and escalates office administration issues for the management team as required.
• Provide HR Administration with administrative support for ad hoc hiring Committee for all units.
• Coordinates the HR EPAF and ATF requirements and ensures that the on boarding processes are completed as required.
• Works collaboratively and coordinates administrative work with other administrative team members in the Office of the Provost.
• Prepares Concur reconciliation and expense claims.
• Assists in the coordination of travel arrangements as required.
• Other administrative duties as assigned by the management team.

Required Skills :

• Excellent attention to detail, and the ability to manage high volume and multiple demands;
• Ability to maintain a high level of confidentiality while handling sensitive information and exercise appropriate judgement while working with this information;
• Positive attitude and an excellent ability to build relationships with multiple teams and stakeholders;
• Excellent communication and interpersonal skills;
• Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions;
• Strong organizational skills;
• Ability to work independently and in a collaborative team environment;
• Excellent time management skills and the ability to take initiative;
• Strong judgment, flexibility and adaptability;

Required Education :

• Completion of a formal post-secondary / college / university program of two academic years
• An equivalent combination of education and relatedexperience may be considered
• Verification of Academic credentials may be required

Required Experience :

• The incumbent must possess over 3 year and including 5 years of experience as an administrative assistant, within a similar environment
• An equivalent combination of education and relatedexperience may be considered

Knowledge :

• Experience working with Ontario Tech U systems (FAST, Banner, EPAF, Concur) would be an asset.
• Intermediate to advanced knowledge and skills using Microsoft Office software Word, Excel, Powerpoint.
• Intermediate to advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams.

How to Apply :

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepteduntil August 7, 2024or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

OntarioTech University is actively committed to equity, diversity, inclusion, indigenizationand decolonization (EDIID), and welcomes applications from all qualifiedcandidates, while especially encouraging applications from First Nations,Metis, Inuit peoples, Indigenous peoples of North America, racialized persons,persons with disabilities, and those who identify as women and / or2SLGBTQ+. All qualified candidates are encouraged to apply;however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work inCanada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact, Health and Disability Management Specialist.For more informationabout the universities policies for accommodating employees with disabilities please review the university’s.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of theMississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Expected Start Date : 8 / 12 / 2024

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