Administrative Assistant, School of Business

Position Summary

Support Staff Full-time Appendix D Contract Position (1 Year)

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant provides comprehensive support to the School of Business, particularly to the Office of the Chair. Key responsibilities include managing contracts, overseeing faculty teaching assignments, and handling new-hire correspondence. The role also involves organizing and monitoring School responsibilities such as SATs, Student Satisfaction Surveys, inter-departmental data collection, and ensuring timely completion of course outline reviews. Additionally, the Administrative Assistant responds to queries from Chairs, Program Managers, and the School of Business, offers recommendations on administrative processes, and assists in organizing meetings and managing the Chair’s calendar.

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 two to three days on-site and two to three days remote.

Responsibilities

• Organizes, monitors, and supports the completion of academic administrative processes, including course/faculty loadings, contracts, Student Appraisal of Teaching (SATs), student satisfaction surveys, course outline reviews, and new-hire correspondence
• Consults with Chairs, Program Managers, and other areas as required; creates plans, informs faculty, schedules, and provides reminders for the upcoming semester
• Tracks the progress of academic administrative processes and provides regular reports to stakeholders, including the Chair, on the timely completion of these processes each semester
• Responds to inquiries requiring knowledge of college policies, procedures, and services, as well as School of Business practices, including those from students, faculty, and other stakeholders regarding admissions, registrations, and academic policies
• Develops and maintains effective administrative procedures to ensure efficient operations, including handling mail, reviewing and responding to emails on the Director’s behalf, preparing reports, managing electronic and paper filing, scheduling meetings, taking minutes, and distributing agenda documentation and meeting materials
• Reviews and assesses incoming mail, notifying the Director of material requiring attention or action
• Ensures correspondence is assigned to the appropriate leader, meets deadlines, and provides verbal reminders when deadlines are approaching
• Organizes the Director’s daily activities, including maintaining the calendar, booking appointments, arranging meetings, handling mail, telephone calls, and face-to-face communications, and resolving issues as appropriate
• Maintains documentation pertaining to academic and general college policies and procedures
• Updates information in databases and spreadsheets

Qualifications

• Two-year diploma in Office Administration or a related field is required
• Minimum of two years of practical experience working for managers in an office setting is required
• Proficient in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and OneDrive
• Ability to learn and utilize new processes quickly and accurately
• Strong organizational skills with keen attention to detail
• Excellent oral and written communication skills, coupled with strong interpersonal skills to communicate professionally, tactfully, and diplomatically
• Demonstrates initiative and problem-solving abilities
• Skilled in minute-taking and editing

#LI-POST 

#LI-HYBRID

Read Full Description