Administrative Assistant, Scholarship & Community

Full-time Support Staff New Position
(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)
The Administrative Assistant provides a variety of administrative support services for the
Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with three days on-site, and two days remote.
Responsibilities

• Organizes the daily activities of the Chair, including maintaining calendar, booking appointments and arranging meetings, handling incoming/outcoming emails, telephone calls, and face-to-face communications while resolving issues that are deemed appropriate to the position
• Develops and maintains effective administrative procedures to ensure the efficient operation of the office of the Chair, including reviewing and responding to emails on the Chair's behalf, preparing reports, ordering textbooks, electronic and paper filing, scheduling meetings, taking minutes, and distributing agenda documentation and meeting materials
• Maintains documentation pertaining to academic and SRCA policies and procedures as well as general college policies and procedures manuals
• Responds to a variety of inquiries that require knowledge of College policies, procedures and services as well as School of Business practices; Including inquiries from students, faculty or any other stakeholder in the College, relating to admissions, registrations, academic and SRCA policies and procedures
• Updates information into databases and spreadsheets as required
• Oversees and/or participates in other projects as assigned
• Consults with Chair, Program Managers and other areas as required, creates a plan, contacts faculty to inform, schedule and provide reminders for the upcoming semester
• Tracks the progress regarding the implementation of Academic Administrative and Scholarship processes, and provides regular reporting to various stakeholders (including the Chair) in regard to the timely completion of these processes each semester
• Ensures correspondence is assigned to the appropriate Chair, responses meet deadlines, and verbal reminders are provided when deadlines are approaching
• Organizes, monitors, and supports the completion of Academic Administrative and Scholarship processes, such as course/faculty loadings, contracts, SRCA planning, SATs, Student Satisfaction Surveys, course outline reviews, and new-hire correspondence

Qualifications

• Possesses initiative and problem-solving ability
• Excellent oral and written communication skills
• Two years of practical experience working for managers required
• Effective minute-taking and editing skills
• Ability to learn and utilize new processes quickly and accurately
• Two-year Diploma in Office Administration, Education, Business Administration, Arts/Humanities, Social Sciences or related field required
• Experience supporting scholarship, research and creative activities in postsecondary settings preferred
• Excellent interpersonal skills and the capability to communicate professionally, tactfully and diplomatically
• In-depth knowledge of all MS Office 365 applications including Outlook, Word, Excel and PowerPoint, SharePoint, and OneDrive (knowledge of Visio would be an asset) required
• Strong organizational skills and attention to detail

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Conestoga College is a leader in polytechnic education. Our career-focused education, training, and applied research programs prepare students for success, support industry, and workforce needs and promote economic prosperity throughout our region and across Ontario.
We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources via the Contact page.