Administrative Assistant Contract Job

The incumbent routinely provides a wide range of administrative and secretarial support services for the Health & Community Studies Department Chair, faculty and students. As the first point of contact for multiple stakeholders, the incumbent provides a welcoming and professional experience. The incumbent is conscientious, proactive and respects confidentiality.

 

Duties and Responsibilities:

1. Provides administrative and secretarial support to the Academic Chair.

• Anticipates the needs of the Academic Chair and provides timely and professional administrative supports;

• Maintains the Academic Chair’s calendar. Schedules and recommends appointments, cancellations, and postponements when scheduling conflicts arise;

• Communicates widely for the department by writing email messages, letters and memos and creating first-draft reports and other documents as required by the Academic Chair;

• Liaises with other College units, as required, in order to assist the Academic Chair in responding to a wide range of systems and processes;

• Provides hospitality as the first point of contact with students, faculty, and external stakeholders;

• Prepares files for the Academic Chair’s review prior to appointments with students (researching student records as required);

• Answers the telephone, greets students and clients, and handles their concerns and inquires;

• Processes and handles incoming and outgoing mail;

• Develops and maintains various department and program-related systems and processes;

• Maintains the department’s general and archival filing system including electronic records;

• Processes relevant data and forms for programs and student records management for the department (i.e. student grade changes, exemptions, supplemental exams, class lists, correspondence);

• Arranges travel for out-of-town meetings for the Academic Chair and faculty such as car rentals, flights, hotel accommodations;

• Assists the Academic Chair with selection committees for the hiring of faculty and staff; including managing documents for the committees, preparing for the logistics of interviews, and providing hospitality when greeting applicants.

 

2. Assists the Academic Chair and faculty with administering and adhering to college policies and procedures:

• Distributes and ensures prompt return of a variety of student-related documents including: advanced standing, exemptions, incomplete grades, supplemental grade assignments, plagiarism. Learning contracts, prior learning assessment and PLAR recognition initiatives, withdrawals and course add/drop requests;

• Supports the administration of program assessment tools (Key Performance Indicators and course assessments);

• Attends to processes related to student enrolment management systems and procedures by locating directives and following processes and timelines as required;

• Attends to processes related to Comms course outline submission deadlines and produces Comms outline completion reports for review by the Chair;

• Acts as the departmental hub in the dissemination of accurate and timely information.

 

3. Organizes and attends to details relating to all department meetings:

• Communicates broadly within the department and arranges meetings for:

  • Program Advisory Committees (PAC)

  • High Risk meetings

  • Faculty/Staff meetings

  • Evaluation & Promotion / Final Grades

  • Program Quality Review

  • Student meetings

  • Outside Stakeholders

  • Canadian Association of Schools of Nursing (CASN)

• This work includes booking rooms, preparing related materials, ordering and arranging for meeting refreshments as required;

• Creates, posts and distributes minutes and other meeting-related documents;

• Maintains committee member lists;

• Supports Program Advisory Committees, collates information, provides initial drafts of annual reports and takes minutes as required.

 

4. Coordinates administrative deadlines

• Assists the Chair in the development of routines and procedures for the smooth function of daily operations;

• Handles inquiries and concerns regarding on-going department activities and programs.

 

5. Provides hospitality for and general orientation to new professors/instructors.

• Assists new professors/instructors by explaining regular procedures.

 

6. Performs other related duties as assigned

• Assists with College functions as required;

• Provides backup assistance when other department support staff are absent.

 

Required Qualifications:

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

• Minimum three (3) years experience in a busy client-centered service environment operating within large complex systems. Experience in writing routine correspondence and in developing and drafting reports. Experience managing simultaneous deadlines with minimal supervision.

 

*This position is paid at Payband E

*Vacancy is for P21265

Algonquin College of Applied Arts and Technology is a publicly funded English-language college located in Ottawa, Ontario, Canada. The college has three campuses, all in Ontario: a primary campus located in Ottawa, and secondary campuses located in Perth and Pembroke.