Administrative Assistant, Faculty Of Business

About Durham College

Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design. With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

Duties And Responsibilities

This primary function of this position is to provide secretarial support for the Faculty of Business and the Executive Dean, Associate Deans and Manager. The incumbent also provides Student Success support as needed.

• Inputs information to EPAF for contract faculty and organizes delivery of contracts. Assists with onboarding requirements for new employees, i.e. network access, Banner IDs, textbooks, keys etc.
• Student support duties, which include assisting the Student Advisor in conducting student audits, helping with the preparation of student welcome packages and student orientation.
• Tracking and updating the Faculty of Business Academic Plan.
• Organizes academic alert meetings and maintains the academic alert database and credit transfer requests.
• Performs reception/clerical duties both in person, by telephone, live chat and e-mail, takes messages, arranges appointments as necessary, responds to a variety of inquiries from students, staff, other departments and the general public, sorts and delivers incoming mail, scans documents and sends faxes.
• Assist with the planning and execution events for the Faculty of Business, such as the Business Conference, Chamber of Commerce/Board of Trade events, faculty field trips, DCMC/DCSC/OCMC and other conferences and events as needed
• Other duties as assigned.
• Provides support services to the Executive Dean, Associate Deans and Manager by scheduling meetings; maintaining calendars; preparing and processing large volumes of work including correspondence, reports, subject outlines, program guides, tests and examinations.
• Orders office and classroom supplies as needed.
• Maintains a variety of records such as purchase requisitions, timetables, expense reports, student records, subject outlines, and exams and establishes and maintains office systems and routines.
• Inputs and obtains various student and other data reports and purchase requisitions in Banner system including reconciling credit card statements in FAST.
• Assisting with Open Houses, Program Information Nights and other events (may occasionally require weekend and/or evening work).
• Arranges, attends, and records meeting minutes for a variety of meetings, including attending program advisory committee meetings.
• Assists the Administrative Coordinator and Student Advisors as needed.

Qualifications

• Excellent written, verbal communication skills.
• Proven experience in meeting management – scheduling, agenda creation, minute taking and post meeting follow up.
• A minimum of three (3) years work experience in an academic office environment or combined relevant office experience. Knowledge of post-secondary programs and policies is essential.
• Ability to work independently as well as working effectively in a team.
• A minimum of a two-year diploma in Office Administration or related education/experience.
• Proficiency and background in the use of Banner, FAST and EPAF experience would be an asset.
• Experienced in planning, supporting and executing events.
• Advanced Microsoft Office skills including Word, Excel, Access, Outlook, and PowerPoint.
• Excellent organizational, analytical and time management skills.

Required Skills

Starting Rate: $26.47; Four Year Rate: $30.69

Required Experience

Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm).

Reporting To: Manager, Faculty of Business

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on July 28, 2023. Competition number SS23-96.