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Administrative Assistant (2 Positions)
 
Job Type: Full Time
Location: Oakville, ON, CANADA; Brampton, ON, CANADA; Mississauga, ON, CANADA; Toronto, ON, CANADA;
Job Category: Administrative and Clerical ; Admin Assistance and Coordination, Administrative and Clerical ; Office Administration, Training and Education ; Other Training and Education Jobs
Job Industry: Education
Job Career Level: Experienced
Year(s) of Experience: 3
Number Of Positions: 2
Date Posted: Nov 1, 2012
 

Sheridan College is one of Canada's leading postsecondary institutions dedicated to the provision of outstanding academic programs and the support of student and graduate success. We deliver an exceptional educational experience in an environment renowned for innovation and creativity. Program options range from one-year certificates to four-year degrees in the arts, business, community service and technology fields. Sheridan serves 18,000 full-time and 35,000 continuing education students at our campuses in Oakville, Brampton and Mississauga.

Sheridan employees will enjoy:

  • Competitive compensation
  • Generous vacation entitlement
  • Excellent benefits package with Sun Life
  • Defined benefit pension plan
  • Employee assistance programs
  • On-site fitness facilities include: weight rooms, cardio rooms, and squash courts, as well as karate, yoga, pilates, rock climbing and other instructional activities.

In addition, we offer professional development opportunities to promote career development and success in the workplace, including:

  • Professional Development funding
  • Reduced fees for Continuing Education courses
  • Tuition Reimbursement

 

Please note Sheridan College only accepts applications using Resume Basic. Please refer to our online application guide and FAQ section to learn more about the application process. Sheridan's Online Application Guide & FAQs

Note: Credentials obtained outside of Canada require an evaluation to determine the Canadian educational equivalence. This evaluation must support the educational requirements for the position as a condition of employment. For further information, visit:
World Education Services


The Administrative Assistant is responsible for administrative functions related to operational support of the Director and the portfolio.   This includes: fielding inquiries, liaising with internal and external contacts, scheduling, organizing and expediting workflow and meetings,  financial, budget and HR transactional administration, internal/external communications, information tracking/records management and coordinating various logistics and activities.  The Administrative Assistant participates on, and assumes responsibility for, new and ongoing initiatives and projects in the department.

12/A/55 - Reporting to the Director, HR Services Centre – the Administrative Assistant will support the Director and the portfolio (HR client consulting, labour and employee relations, HR planning, recruitment/selection, job evaluation, compensation management, pension/benefit services and HR Information Systems)

12/A/56 - Reporting to the Director, Centre for Respectful & Healthy Workplaces - the Administrative Assistant will support the Director and the portfolio (Equity and Human Rights, Diversity, Organizational Accessibility, Occupational Health & Safety, Disability Management)

Specific responsibilities include:
• Coordinating all scheduling (calendars,  appointments, travel arrangements)  for the Director;
• Preparing a variety of correspondence such as letters and reports.  Preparing  responses on own initiative,  based on knowledge of the subject on behalf of the Director, as appropriate;
• Reviewing and assessing  communications (e-mail,  mail, faxes and voicemail), notifying  the Director of any material requiring attention/action and resolving any matters on own  initiative, as appropriate; including correspondence and information management;
• Coordinating meetings and events, including: logistics, agendas, documentation,  minutes and communication of action items; attends meetings, as requested on behalf of Director, to record /communicate pertinent information and provide Department  perspective  on issues presented;
• Maintains department web pages;
• Performing database entry and data validation;
• Supports Director and portfolio with HR metrics (scorecard);
• Works collaboratively with department leaders to coordinate project planning for all portfolio /initiatives;
• Responding to internal and external inquiries on a range of issues for the department;
• Resolving problems without escalation where possible. Uses good judgement to determine which inquiries should be referred to Director or elsewhere for action;
• Tracking client concerns and following up to ensure appropriate actions have been taken on behalf of the department; 
• Initiating and undertaking special assignments by researching and analyzing data, collecting information and preparing reports;
• Developing presentations, spreadsheets, reports, proposals, contracts and alternate materials for internal and external audiences; including, research, review, proofreading and submission (e.g budget documentation, strategic planning);
• Preparing and submitting purchase requisitions/invoices/expense claims on behalf of the Director and the department and ensuring payment; approving within purchasing/signing limits
• Assembling, and organizing relevant data (spreadsheets) to assist in planning, budgeting, monitoring/reconciling and reporting;
• Performing other initiatives and activities as required.

Qualifications:
The successful candidate must possess a three-year diploma or degree in office administration, business or a related field along with at least 3 years of experience in an administrative position, preferably within a post-secondary environment (or an equivalent combination of relevant education and experience).  High level of proficiency with MS Office is required.  Experience with developing e-newsletters, web materials and surveys are required.  The successful candidate must have experience with budgets and highly developed research skills via web or other resources (government documents, databases and e-resources).  Well-developed organizational, planning, project administration skills are required.  The ability to develop collaborative work processes, effectively handle a demanding workload with changing or conflicting priorities is vital.  Excellent oral and written communication skills are required.  Effective customer service and conflict resolution skills, well developed organizational planning and tie management skills, with the ability to maintain a high level of professionalism, discretion, judgement, and flexibility are required. The successful candidate will be self-directed and resourceful with the ability to take initiative, and resolve problems with an analytical approach to complex problem solving. 

Appointment Details:
Employee Group: Administrative
Faculty: Human Resources
Campus: Trafalgar (May be assigned activity at any Sheridan campus)
Reference #: 12/A/55 and 12/A/56
Payband: 7 (under review)
Salary Range: $48,516 – $60,645
Application Deadline: November 16, 2012

To be considered for this position, an on-line application is required. Please click on the "Apply for this job" button to proceed with your application. Please review Sheridan's Online Application Guide & FAQs; before you begin.

Note: Credentials obtained outside of Canada require an evaluation to determine the Canadian educational equivalence. This evaluation must support the educational requirements for the position as a condition of employment. For further information, visit:
World Education Services

Sheridan welcomes diversity in the workplace and encourages applications from all qualified individuals, including visible minorities, Aboriginal People, and persons with disabilities.
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