Administrative Assistant, International Education

Durham College is an equal opportunity employer and welcomes applications from qualified individuals, including members of visible minorities, Aboriginal peoples and persons with disabilities.
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
Administrative Support:

• Schedule meetings, book rooms, prepare agendas, and record minutes for departmental meetings, as directed by the dean.
• Prepare coverage schedules for student employees, ensuring that the triage desk and live chat are fully covered during office hours.
• Follow up with Human Resources, as needed, regarding job postings, performance reviews, and new and renewal contracts.
• Submit and follow up on service and IT requests.
• Create and maintain document filing systems for the office.
• Assist with ordering of supplies, equipment, furniture, etc.
• Process credit card reconciliations for department staff.
• Liaise with executive assistants and administrative assistants across the college, and other stakeholders as directed, regarding the dean’s schedule.
• Coordinate travel plans for the dean, and department staff, as needed.
• Prepare and post social media content, and monitor activity for department social media accounts.
• Organize and maintain records according to Records Information Management and FIPPA compliance while overseeing the proper disposal of highly sensitive/confidential student records in accordance with the SSC’s record archiving plan.
• Schedule in-coming international delegations, and outgoing Durham College delegations for the dean, director, and associate directors, as needed.
• Provide administrative support to the dean, director, and associate directors, as needed.

Customer Service

• Respect confidentiality of student information (verbal and written).
• Provide referrals to students, as appropriate.
• Respond appropriately, and with sensitivity, to in-person, email and telephone inquiries from students, partners and agents where language and cultural differences are common.
• Support and assist with department events, including International Student Orientation, Program Information Night, and International Education Week.
• Provide information and support to international students interested in, or currently studying at, Durham College, and Durham College domestic students interested in DC education abroad activities.
• Represent the International Education department in a professional manner.
• Monitor the main International Education email inbox, and assist with answering inquiries received through the main phone line.

Qualifications

• Proficiency in the use of computer software i.e., MS Office Suite, word processing, spreadsheets, online resources, internet research.
• Two-year diploma or equivalent in office administration.
• Excellent organizational, analytical and time management skills, including the ability to set priorities and meet deadlines.
• Excellent customer service/communication skills (verbal, written, and electronic).
• A background in the use of Banner and FAST would be an asset.
• A minimum of 2 years office administration experience, preferably involving international clientele.
• Experience in recording and producing quality meeting minutes.
• Experience in an academic environment would be an asset.

Required Skills
Salary: Starting Rate: $26.73; Four Year Rate: $31.00
Required Experience
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on Thursday June 1, 2023. Competition number SS23-63.