Administrative Assistant

Administrative Assistant
Reporting to the Executive Director, Continuous and Professional Learning, the Administrative Assistant is a member of the Continuous Learning department. The primary role of this position is to provide directed and general administrative support to the Executive Director, Director, and members of the Continuous Learning team. This position supports members of the team and prioritizes supporting programs and initiatives as assigned, with priority given at the discretion of the Executive Director.

The Administrative Assistant acts as first point of contact to the Department.

Responsibilities
Administrative Support

Provides confidential administrative support to the Executive Director, Continuous and Professional Learning such as coordinating calendars and meetings, assist with projects, correspondence, file organization, expense reconciliation, and booking travel

Applies knowledge of the priorities of the units and the activities of its members to support the launch of new programs and courses and organize existing ones

Assesses the importance of requests for meetings and/or workshops or changes in meeting schedules and coordinates accordingly

Edits correspondence, reports, and other university/external correspondence

Coordinates departmental travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries

Processes, codes, and reconciles expenditures/invoices on specific accounts. Monitors ongoing expenditures and status of budgets

Works collaboratively with other administrative team members and units across the university

Troubleshoots and escalates office administration issues for the management team as required

Calendar Scheduling

Assists the Executive Director, Continuous and Professional Learning with calendar management including scheduling meetings, ensuring the ED is prepared with agendas and materials

Organizes and coordinates complex schedules, including supporting the team on course scheduling

Edits correspondence, reports and various university correspondence

Meeting Preparation

Assists in setting agendas for meetings; preparing materials for meetings, briefing notes, reports, refreshments, equipment, etc., takes and distributes minutes, and follows up on action items

Document Management

Assists with record and document management for Continuous Learning, including maintaining course and program lists, registration reports and other documents relating to Continuous Learning programs, courses and contacts

Maintains and coordinates retention of documents

Website Support

Manages updates and creates new program and course pages for the Continuous Learning websites to ensure all forms and content is current on the website

Creates/updating various manuals, pamphlets, and brochures

Department Support

Serves as the first point of contact for students, campers (parents), community and other stakeholder inquiries to the Continuous Learning department about relevant programs and courses (by phone, email, and chat)

Orders office and workshop supplies

Sorts and delivers incoming mail

Prepares cheque requisitions, purchase orders, and invoices

Creates and develops presentations and spreadsheets

Manages record and document management, maintains and coordinates retention of documents

Coordinates all vacation/sick/lieu days for all Engineering Outreach staff that report to the Engineering Outreach Supervisor. Monitors electronic summary of vacation including days entitled and days taken. Tracks monthly and updates with any issues

Onboards and sets up new staff members to arrange location, new employee documentation, department orientation, and workspace preparation (i.e. obtaining laptop, Banner , network passwords, etc.)

Assists with the recruitment of staff by developing candidate files, communicating with candidates, scheduling interviews and organizing interview committees for reviews, and coordinating the process with Human Resources

Supports the Program Assistant and Instructional Support Coordinator responsible for the Nuclear programs, including preparing and printing confidential instructional material (provided by the instructors)

Required Skills

Excellent attention to detail, and the ability to manage high volume and multiple demands

Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions

Experience in database maintenance and producing reports and statistics

Superior organizational and time management skills and the ability to work well under pressure

Demonstrated ability to maintain a high level of confidentiality

Works well in a team environment

Excellent communication and interpersonal skills, diplomacy and tact, professional and courteous

Understanding of the University CMS, Catalog, LMS, Brand Folder

Knowledgeable in Banner/FAST (finance and web requisitioning) is an asset

Thorough knowledge of university programs, systems, policies, procedures, governance, and administrative…