Full-time Administrative Assistant to the Registrar

Algonquin College; Ottawa; On-site; Full time

Job summary

Algonquin College is seeking an Administrative Assistant to provide comprehensive support to the Registrar's Office. The role involves managing administrative tasks, coordinating reports, and ensuring the effective operation of the office. The ideal candidate will possess a diploma in Office Administration and have significant experience in administrative roles, particularly in academic environments.

Benefits

Inclusive work environment

Equal opportunity employer

Qualifications

• Five (5) years of relevant administrative assistant experience.
• Experience supporting senior level management in a fast-paced office.
• Ability to manage simultaneous deadlines.

Responsibilities

• Provide administrative and executive support to the Registrar’s Office Team.
• Prepare and coordinate various reports for the Executive Team.
• Act as the first point of contact within the Registrar’s Office.

Skills

Interpersonal skills

Analytical skills

Problem-solving skills

Writing skills

Minute taking

Organizational skills

Time management

Team player

Education

Minimum two (2) year diploma in Office Administration

Tools

SharePoint

MS Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department:

Registrar

Position Type:

Full-Time Support

Salary Range:

$31.05-$35.99-Hourly

Sc heduled Weekly Hours:

36.25

Anticipated Start Date:

August 18, 2025

Length of Contract:

N/A

Posting Information

Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first consideration.

Posting Closing Date:

July 15, 2025

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

Reporting directly to the Registrar, the incumbent is accountable for contributing to the effectiveness of the Registrar’s office and for providing support to the administrative team and the division (hereinafter referred to as the Registrar’s Office or RO). The incumbent proactively administers the office work cycles and anticipates the needs of the Registrar, is the first point of contact in the Division, and also provides administrative and communications support to the Associate Registrars. Responsibilities include providing a wide variety of administrative and executive support to the Registrar’s Office Team including the efficient day-to-day operation of the Registrar’s Office performing a wide range of secretarial, administrative, and clerical duties.

The incumbent prepares and coordinates the submission of various reports and transmittals to the Algonquin College Executive Team, the Algonquin College Leadership Team, Deans and Directors Council, and Cross-College Committees. The incumbent coordinates timelines, tasks and requirements related to committee reporting and is responsible for supporting the Registrar’s ongoing review schedule and planning for related college policies.

The incumbent has total familiarity with the Registrar’s Office and is able to dialogue effectively with a wide variety of clients and employees, as well as with representatives from other colleges, local school boards and Ministry officials.

Required Qualifications:

• Minimum two (2) year diploma in Office Administration, Office Administration - Executive, or equivalent;

• Minimum of at least five (5) years of relevant administrative assistant experience; three (3) years of which should be supporting senior level management as well as experience interacting with students, and experience in a non-routine, fast-paced office environment;

• Experience in writing routine correspondence and in developing and drafting reports. Experience managing simultaneous deadline with minimal supervision;

• Candidate must have demonstrated working progressively independently in responsible positions, some of which should be at a postsecondary organization, and demonstrated the following required qualifications:

• Excellent interpersonal skills;

• Strong analytical and problem-solving skills;

• Well-developed verbal and writing skills to effectively communicate with staff;

• Highly developed minute taking, writing and publishing skills with attention to detail;

• Very effective organization and time management skills; ability to multi-task and prioritize;

• Good knowledge of College programs, academic, administrative and organizational structures including the college decision-making process;

• Proven team player;

• Advanced proficiency with SharePoint, Teams and MS Office Suite, Outlook, Word, Excel, and PowerPoint. Some knowledge of Word Press, Visio, Access and Project would be an asset.

* This position is paid at Payband F

* Vacancy for P01179

This position is subject to the terms of the Full-Time Support Staff Collective Agreement: https://www.algonquincollege.com/hr/files/2024/01/SSCollectiveAgreementCurrent_E-1.pdf

This position requires regular on-site work at Algonquin College’s Woodroffe (Ottawa) Campus.

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at [e-mail]. While we thank all those who apply, only those to be interviewed will be contacted.