Administrative Assistant Job Vacancy in Conestoga College Waterloo, ON – Latest Jobs in Waterloo, ON

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Company Name : Conestoga College
Location : Waterloo, ON
Position : Administrative Assistant

Job Description : Requisition Details
Job Title:
Administrative Assistant
Requisition #:
22-186
Campus:
Waterloo
Department:
School of Applied Computer Science & IT
Payband:
E
Payband Range:
$26.21 – $30.39
Hours/Week:
35
Starting Rate:
$26.21
Posting Date:
Monday, March 21, 2022
Closing Date:
Sunday, April 3, 2022 at 11:59 PM EST
Vacancy Type:
Support Staff – Full-time

Support Staff Full-time New Position
(Full-time Support Staff will be given first consideration)
COVID-19 Update: Thank you for your interest in joining the Conestoga College community. As the COVID-19 pandemic evolves around the world and in our local community, Conestoga College continues to adjust plans based on the guidance provided by our local Public Health authority. Considering these unprecedented circumstances, all final hiring decisions remain contingent upon confirmed enrolment numbers and the evolving work environment. Conestoga College will take appropriate measures to protect the safety and well-being of our College community and prospective candidates throughout the recruitment and selection process, including the scheduling of remote interviews. We appreciate your patience, understanding, and continued interest in Conestoga College.
We require a qualified individual to provide a variety of administrative and clerical support services to the Chair, School of Applied Computer Science and IT as well as the Manager, Digital Learning Simulations. The incumbent provides support to post-secondary programs and Digital Learning Simulations programs/projects.
Although many of our employees are currently working remotely, this position is governed by the applicable legislation of the Province of Ontario. Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required.
Responsibilities:
Performing reception duties, ensuring the area is organized and handling inquiries from internal and external clients
Booking meetings and appointments, organizing materials required for meetings, taking minutes and following up on action items
Responding to inquiries from full and part-time faculty and staff regarding processes, policies and procedures
Monitoring directives and taking appropriate follow-up action to ensure information is received to meet required deadlines
Co-ordinating administration of performance evaluations (including full and part-time faculty, support staff, SATs and Co-Op evaluations); maintaining appropriate paper and electronic filing system; contracting part-time staff to assist with SATs if required
Monitoring employee absence/vacation records for department employees
Providing initial orientation for new full and part-time department employees; including arranging for office space, materials and resources
Maintaining a listing of full and part-time faculty and staff and teaching/job assignments; working with the scheduling department on faculty timetables and SWF assignments
to inquiries from full and part-time faculty and staff regarding processes, policies and procedures
Gathering, tracking and filing course information for part-time faculty
Posting and managing job postings for the school and the DLS program and coordinate recruitment interviews with potential hires
Requesting wage calculations from Human Resources for new hires; loading meet based contract information; creating employment contract requests; tracking and resolving issues
Coordinating and facilitating vendor service contracts between vendors, the school, DLS and other internal units, such as Accounts Payable
Co-ordinating the PLAR process for programs under the Chair; explaining process to client; checking tests on file; faculty availability; following up, etc.
Preparing, analysing and inputting data into budget system; resolving discrepancies; support the Chair and/or Manager of DLS with monthly expense reporting and reconciliation
Reviewing contract employee payroll records
Tracking, maintaining and submitting department lists (i.e. visitor parking passes; convocation readers, etc.)
Collecting and preparing departmental metrics to showcase accomplishments on a semesterly basis, and periodically reporting of the School’s and/or DLS program’s fleet of hardwarere
Providing administrative support and acts as the PAC Assistant for program advisory committees under the Chair of Engineering & IT
Assisting with the execution of special projects between the school and/or the DLS program and other internal group as well as external agencies and corporations such as research funding agencies, Universities and Colleges, industrial and corporate organizations

Qualifications:
Two-year Diploma in Office Administration-Executive, Office/Business related field
Three years of practical experience to include scheduling support of course schedules, meetings, taking and transcribing minutes, working with and supporting various levels of management
In-depth knowledge and experience using Microsoft Office products, including working with databases and Excel
Knowledge of Learning Management Systems is considered an asset
Excellent organizational skills, oral and written communication skills
Demonstrated experience to chair and manage meetings as well as provide meeting minutes
Excellent interpersonal skills with the ability to communicate professionally, tactfully and diplomatically
Initiative and problem-solving ability
Knowledge of information technology industries is an asset
Demonstrated financial skills for tracking of expenditures, verifying invoices, budgeting, etc

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