Administrative Assistant

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 community 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:

• 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, and scans documents for the Whitby campus, STA, HHS, Bistro and Pantry. Orders office supplies as needed and maintains the student locker processes.

• Provides support services to the Executive Dean/Principal, Dean, Associate Dean, Manager Academic Operations, Office Manager and Administrative Coordinator. Whitby campus faculty and student advisors in preparing and processing large volumes of work including correspondence, research, production of reports, packages, calendar of events, subject outlines, program guides, SSS/SFQ surveys and tests, Onboarding full-time and part-time faculty for STA and HHS.

• Event Planning: Takes lead alongside planning committees to organize yearly, college-wide events: Organizes all logistics, committee meetings, records minutes, other duties.

• Coordinates and provides administrative support related to committees including Program Advisory Committees, Welcome Back/Spring/Winter School meetings, program coordinators meetings, and Whitby Council. This includes setting meeting dates, bookings, generating and circulating agendas, attending meetings, recording and transcribing minutes, and distributing minutes with appropriate attachments and follow-up information.

• Academic Cycle tasks: Support for convocation, summer camps, part time culinary courses, prepare quarterly newsletter, review course outlines for accuracy in WebCOT.

• Maintains a variety of records such as purchase requisitions, timetables, expense reports, student records, course outlines, and tests; establishes and maintains office systems and routines.

• Other duties as assigned.

QUALIFICATIONS:

1. Minimum two-year diploma in Office Administration.

2. Minimum of three years experience in a customer service environment, with experience in an academic office environment an asset.

3. Knowledge of post-secondary programs and policies is essential.

4. Proficiency in MS Office suite and a background in use of Banner is an asset.

5. Proficiency in the use of computer software i.e. word processing, spreadsheets, email, online resources, internet research.

6. Proven ability to prepare useful meeting notes that summarize the topics discussed and capture action items.

7. Excellent customer service/communication skills (verbal, written, and electronic).

8. Ability to work independently as well as work collaboratively with team members.

9. Well-developed problem-solving and decision-making skills.

10. Excellent organizational, analytical and time management skills including the ability to set priorities and meet deadlines.

Payband: E; Starting Rate: $27.81; Four Year Rate: $32.24

Hours: 35 hours per week (1) one hour lunch; Mon – Fri (scheduled between the hours of 7:30 am to 6:00 pm; occasional weekend work)

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on March 22, 2024. Competition number SS24-27.