FT Administrative Assistant, Corporate Facilities

Cambrian College; Winnipeg; On-site; CAD 38,000 - 48,000; Full time

Job summary

Cambrian College in Winnipeg is seeking a capable Administrative Assistant to provide accurate, confidential support to the Director, Corporate Property Services and team.

The role handles communications, scheduling, travel, filing, minutes, and basic bookkeeping tasks, requiring strong MS Office skills, 2 years of experience, and meticulous, discreet work.

Qualifications

• Grade 12 Diploma or GED required.
• Administrative Assistant training or equivalent experience.
• Minimum 2 years in an administrative support role.
• Strong verbal and written communication and organizational skills.
• Proficiency with Microsoft Office and internet applications.
• Experience taking meeting minutes and preparing agendas.

Responsibilities

• Answer telephone and electronic inquiries and relay messages.
• Arrange travel and reservations as needed.
• Greet visitors and direct to appropriate person.
• Prepare, edit and proofread correspondence and reports.
• Record and prepare meeting minutes.
• Schedule appointments and meetings.
• Maintain filing/records management systems.

Skills

Microsoft Office

Typing 40–60 wpm

Communication skills

Organizational skills

Teamwork

Bilingual French/English (asset)

Education

Grade 12 or GED

Administrative Assistant training program

2 years related administrative experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

The Administrative Assistant may work as part of a team, and is responsible for providing accurate, professional and confidential administrative support, understanding the priorities as defined by the Director, Corporate Property Services. The incumbent will perform a variety of confidential administrative support functions for the department and/or division.

• Answer telephone and electronic enquiries and relay telephone calls and messages.
• Arrange travel schedules and make reservations, when required.
• Determine and establish office procedures.
• Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.
• May train office staff in procedures and in use of current software.
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations. Maintain mail log.
• Order office supplies and maintain inventory.
• Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from dictation and handwritten copy.
• Record and prepare minutes of meetings.
• Schedule and confirm appointments/meetings.
• Set up and maintain manual and computerized information filing/records management systems. Initiate and ensure completion of the records management process according to the approved NOLL records schedules.
• May compile data, statistics and other information.
• May organize conferences.
• Maintain, reconcile and prepare all expense reports on behalf of the Manager.
• Prepare purchase requisitions and cheque requests, ensuring correct budget codes, and follow up on outstanding orders.
• Purchase supplies utilizing P-Card following established policies (if applicable).
• Reconcile and prepare out-of-province travel reports.
• Reconcile monthly P-Card transactions, including filing of purchase detail receipts, validating transactions and reconciling accounts via the on-line Purchasing Card program.
• Review expense and mileage claims received from other personnel that require Management's approval.
• Review invoices to ensure they are accurate and complete prior to Management's review for signature.
• Other duties as assigned.

• Completion of a Grade 12 High School diploma or G.E.D. equivalent.
• Graduation from an Administrative Assistant training program, or equivalent combination of education and experience in an administrative capacity.
• A minimum of two (2) years of related work experience in an administrative support function.
• The ability to listen effectively and understand routine office procedures.
• Experience in working with Microsoft Office programs and internet.
• Experience preparing meeting minutes, agendas and other related office correspondence is required.
• Intermediate skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Strong verbal and written communication skills, as well as organizational skills, are required.
• Have demonstrated the ability to work with supervision and as part of a team.
• Keyboarding skills of at least 40 to 60 wpm. Must maintain the strictest confidence in dealing with sensitive business and employee information.
• The core competencies for this position include achieving quality results, adaptability/managing change, communication, customer service, decision making and problem solving, integrity and building trust, teamwork and cooperation and valuing diversity. These competencies are deemed important for the success of the position and organization.

• Training in Telephone Etiquette and Communication Skills is an asset. Basic accounting skills are an asset.
• Bilingual French/English language skills are an asset.

*** Testing may form part of the screening/selection process. Employment Equity will be a factor in the recruitment process. Circumstances may arise where the bulletin may need to be withdrawn or the number of positions may need to be increased.

We thank all interested applicants, however, only those selected for interviews will be contacted.