Requisition Details

Support Staff Temporary Full-time Appendix D Contract Replacement Position (May 2024 – December 2025) 

The Administrative Assistant provides a variety of administrative support services for the School of Business and specifically to the Office of the Chair, Scholarship & Community. The successful candidate oversees and implements key administrative processes and correspondence related to faculty scholarship, research, and creative activities (SRCA). The successful candidate also organizes and monitors the completion of School responsibilities in areas such as data collection and tracking related to faculty activities for inter-departmental use.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with three days on-site, and two days remote 9:00 am to 5:00 pm, Monday to Friday. 

Responsibilities:

• Organizes, monitors, and supports the completion of Academic and Scholarly Administrative processes, such as SRCA planning, faculty consultations, School publication and scholarly activity data collection and tracking, award applications, proposal review, and faculty correspondence
• Consults with the Chairs, Program Managers and other areas as required to create processes, track the progress regarding the implementation, provide regular reporting to various stakeholders and inform faculty
• Responds to a variety of inquiries from various College stakeholders that require knowledge of College policies, procedures and services as well as School of Business practices
• Develops and maintains effective administrative procedures to ensure the efficient operation of the office of the Chairs, including handling incoming and outgoing mail, reviewing and responding to emails on the Chair’s behalf, preparing reports, ordering textbooks or other supplies, filing (hard copy and electronic), scheduling meetings, taking minutes, and distributing agenda documentation and meeting materials
• Supports events and knowledge sharing activities related to SRCA including scheduling meetings, ordering food, creating forms, programs and promotional materials, organizing and tracking registration, assisting with on-site logistics, responding to participant inquiries, taking minutes/documenting key event outcomes, and completing event expenses
• Organizes the daily activities of the Chairs including maintaining calendars, booking appointments and handling telephone calls and face-to-face communications while resolving issues that are deemed appropriate to the position
• Maintains documentation pertaining to academic and scholarly policies and procedures as well as general college policies and procedures manuals
• Updates information into databases, spreadsheets, and SharePoint sites as required

Qualifications:

• Two-year Diploma in Education, Business Administration, Arts/Humanities, Social Sciences, or related field required
• Minimum two years of practical experience working for managers in an administrative capacity required
• In-depth knowledge of all MS Office 365 applications including Outlook, Word, Excel and PowerPoint, SharePoint, and OneDrive (knowledge of Visio would be an asset)
• Experience supporting scholarship, research, and creative activities in postsecondary settings preferred
• Ability to learn and utilize new processes quickly and accurately
• Strong organizational skills and attention to detail
• Excellent interpersonal skills and the capability to communicate professionally, tactfully and diplomatically
• Possesses initiative and problem-solving ability
• Effective minute-taking and editing skills
• Excellent oral and written communication skills
• Some project management experience would be an asset

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Conestoga College is a leader in polytechnic education. Our career-focused education, training, and applied research programs prepare students for success, support industry, and workforce needs and promote economic prosperity throughout our region and across Ontario.

We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources via the Contact page.

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