Administrative Assistant

Job title:

Administrative Assistant

Company

Durham College

Job description

About Durham College:Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.POSITION INFORMATION:Full-time Support Staff Position Opportunity
Department: International Education
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; one evening shift)
Reporting To: Dean, International Education
Campus Location: OshawaDUTIES AND RESPONSIBILITIES:Administrative Support:

• Provide administrative support to the Dean, Director, and Associate Directors, as needed.
• Schedule in-coming international delegations, and outgoing Durham College delegations for the Dean, Director, and Associate Directors, as needed.
• Prepare coverage schedules for student employees, ensuring that the triage desk and live chat are fully covered during office hours.
• Schedule meetings, book rooms, prepare agendas, and record minutes for departmental meetings, as directed by the Dean.
• Coordinate travel plans for the Dean, and department staff, as needed.
• Follow up with Human Resources, as needed, regarding job postings, performance reviews, and new and renewal contracts.
• Liaise with Executive Assistants and Administrative Assistants across the college, and other stakeholders as directed, regarding the Dean’s schedule.
• Create and maintain document filing systems for the office.
• Organize and maintain records according to Records Information Management and FIPPA compliance while overseeing the proper disposal of highly sensitive/confidential student records in accordance with the SSC’s record archiving plan.
• Submit and follow up on service and IT requests.
• Assist with ordering of supplies, equipment, furniture, etc.
• Prepare and post social media content, and monitor activity for department social media accounts.
• Process credit card reconciliations for department staff.

Customer Service:

• Represent the International Education department in a professional manner.
• Respond appropriately, and with sensitivity, to in-person, email and telephone inquiries from students, partners and agents where language and cultural differences are common.
• Monitor the main International Education email inbox, and assist with answering inquiries received through the main phone line.
• Provide information and support to international students interested in, or currently studying at, Durham College, and Durham College domestic students interested in DC education abroad activities.
• Support and assist with department events, including International Student Orientation, Program Information Night, and International Education Week.
• Provide referrals to students, as appropriate.
• Respect confidentiality of student information (verbal and written).

QUALIFICATIONS: * Two-year diploma or equivalent in office administration.

• A minimum of 2 years office administration experience, preferably involving international clientele.
• Proficiency in the use of computer software i.e., MS Office Suite, word processing, spreadsheets, online resources, internet research.
• Excellent customer service/communication skills (verbal, written, and electronic).
• Excellent organizational, analytical and time management skills, including the ability to set priorities and meet deadlines.
• Experience in recording and producing quality meeting minutes.
• A background in the use of Banner and FAST would be an asset.
• Experience in an academic environment would be an asset.

Required SkillsPayband: E; Starting Rate: $27.81; Four Year Rate: $32.24Required ExperienceHours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm; one evening shift)Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on August 5, 2024. Competition number SS24-76.This position is located at 2000 Simcoe Street North, Oshawa. .

Expected salary

Location

Oshawa, ON

Job date

Thu, 25 Jul 2024 05:53:00 GMT

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