Administrative Assistant, Orsie Jobs

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.
The Administrative Assistant supports administrative team members in the Office of Research Services, Innovation and Entrepreneurship (ORSIE) and specifically the Dean in their role and execution of their goals and objectives. The incumbent will maintain knowledge of institutional policies and procedures; business and strategic goals; campus activities and issues. The incumbent maintains a network of contacts on campus to assist in obtaining information or seek services; will have a strong attention to detail; have exceptional organizational and interpersonal skills; have the ability to be flexible and balance competing priorities; handle confidential and sensitive issues exercising good judgement in decision making.
Duties And Responsibilities
Administrative Support to The Dean

• Execute requests from the dean such as arranging meetings and related travel; follow-up on action items; gathering information for reports; proofreading documents; distributing messages to the team or other stakeholders; preparing miscellaneous correspondence; responding to emails; assisting with projects and miscellaneous requests
• Ensures that priority messages are relayed and acted upon as necessary
• Supports the dean to ensure that in-office meetings begin and end on time, ensuring efficient use of time
• Provides confidential administrative support related to sensitive issues.
• Prepares the dean’s meeting documents for the week ahead
• The incumbent provides administrative support to the Dean, Office of Research Services, Innovation and Entrepreneurship ensuring efficient administrative processes.
• Manages the dean’s calendar, ensuring that priorities are met and scheduling conflicts are avoided, utilizing flexibility and tact
• Organizes the dean’s filing system in accordance with records management standards

General Administrative Duties

• Responsible for meeting and travel arrangements: (1) arranges meeting times and books rooms for team meetings and multiple other meetings for the management team and employees, related working groups, standing committees, and steering committees; (2) tracks invitees’ availability and re-schedules meetings as necessary; (3) makes arrangements for parking passes and sends directions to external guests; (4) arranges catering and media services as needed; (5) arranges flights/train tickets, car rentals, hotels, conference bookings, shuttles, and insurance for team members attending conferences or other meetings.
• Assist experiential learning team’s employer hiring by maintaining co-op job postings on the Hired Portal.
• Manage ORSIE generic email accounts and forward messages as appropriate
• Prepare agendas and record meeting notes for a variety committees and team meetings including the research coordinator meeting, student data governance committee, full team meeting, institutional research team meeting, applied research team meeting, experiential learning team meeting, various ad hoc project teams, and other committees that may be formed; responsible for taking minutes; sharing agendas, minutes and other documents related to the committee work.
• As part of the larger team effort for the Institutional Research team, proofreads various reports, and cross-references to original documents for verification and editing as necessary, PDFs the reports, and uploads reports to ICE as necessary
• Reserve meeting rooms and send meeting invitations
• As ICE content coordinator, responsible for uploading multiple documents to ICE for the ORSIE team, creating announcements and calendar events, maintaining current content, and archiving expired reports
• Provide back-up coverage for reception as needed.
• Adhere to institutional processes, input and track attendance records for the department team.
• Maintain meeting documents and update information on the appropriate portals
• Maintains the confidentiality of all personal information (student and employee) contained within relevant datasets in various reports, surveys, and financial information
• Maintain department records in accordance with the institutional records retention initiatives
• Other duties as assigned.
• Maintain the ICE employee directory and Outlook contact information for ORSIE team members
• Ensure colleagues have the supplies and equipment they require is in working order, and place orders as needed.

Key Performance Indicators (KPI), DC Student Experience Survey (DC SES)

• Collaborates with the Director, Institutional Research and Planning and IR Jr. Research Analyst to support the base student data files to facilitate the surveys. Collaborates with Access and Support Centre regarding accommodations for students (e.g. braille, large print, on-line or telephone survey).
• Under the general direction of the dean, Office of Research Services, Innovation and Entrepreneurship and working closely with the Director, Institutional Research and Planning, and working with Communications & Marketing, the incumbent supports the DC Student Experience Survey administration process during the designated survey periods The incumbent is the vendor liaison for Durham College with Forum Research for purposes of the KPI Survey follow ups.
• Assists in updating the DC SES Communications Plan and undertakes communications in accordance with the plan; works closely with the designated OCAS contact and Jr. Research Analyst to address survey related queries. Tracks and collaborates on submission of College-specific questions for KPI Graduate and Employer surveys.
• Participates on the DC SES survey related meetings and tracks action-items
• Supports efforts to increase survey participation rates.

Student Feedback Questionnaires (SFQ)

• Prepares and tracks the list of primary and secondary SFQ Contacts through the year
• Assists in updating the SFQ Communications Plan and DC SES Communications Plan; undertakes communications in accordance with the plans and works closely with designated faculty and OCAS contacts to address survey related queries
• Acts as the main point of contact for faculty office staff on SFQ logistics and responds to questions in a timely manner
• Organizes an annual kick-off meeting each August with faculty office staff to review roles and responsibilities
• Organizes survey administrator training sessions
• Under the general direction of the dean, Office of Research Services, Innovation and Entrepreneurship and working closely with the Director, Institutional Research and Planning, the incumbent supports the SFQ process during the fall, winter, and spring/summer cycles:
• Prepares and posts SFQ Faculty roster templates in a secure folder on the S drive for easy access, and ensures appropriate access for SFQ contacts
• Coordinates with the Access and Support Centre to ensure that accommodations are available to students who require it.
• Supports in resolving any conflicts or missing information on SFQ rosters

Qualifications

• Excellent customer service/communication skills (verbal, written, and electronic).
• Experience in an academic environment would be an asset.
• Well-developed problem-solving and decision-making skills.
• Minimum of three years’ experience in an office environment.
• Proficiency in the use of computer software i.e. word processing, spreadsheets, online resources, internet research.
• Previous experience supporting a senior leader.
• A background in the use of Banner and FAST would be an asset.
• Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.
• Experience in recording and producing quality meeting minutes.
• Use of discretion and understanding of confidentiality and trust.
• Ability to work independently as well as work collaboratively with team members.
• A minimum of a three-year diploma/degree or equivalent in Business Administration or Office Administration with advanced computer software training

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).
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on May 30, 2023. Competition number SS23-64.