Administrative Assistant - Business

About Durham College:

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham 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, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and nine apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.
POSITION INFORMATION:
Appendix D Full-Time Support Staff Position Opportunity (March 2024 - September 2024)
Payband: E Salary: Starting Rate: $27.81; Four Year Rate: $32.24
Department: Faculty of Business
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm), with occasional 10:30 am to 6:30 pm shift during start-up. Reporting To: Manager, Faculty of Business
Campus Location: Oshawa

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.

• 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.
• 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, course outlines, program guides, tests and examinations.
• Assists the Administrative Coordinator and Student Advisors as needed.
• Maintains a variety of records such as purchase requisitions, reconciling credit card statements, timetables, expense reports, student records, course outlines, and establishes and maintains office systems and routines.
• Arranges, attends, and records meeting minutes for a variety of meetings, including attending program advisory committee meetings, program coordinator meetings, and ah hoc meetings.
• Assist with the planning and execution of 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.
• Organizes academic alert meetings and maintains the academic alert database.
• Organizes and processes PLAR and credit transfer requests.
• Tracking and updating the Faculty of Business Academic Plan.
• Orders office and classroom supplies 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.
• Assisting with Open Houses, Program Information Nights and other events (may occasionally require weekend and/or evening work).
• Other duties as assigned.

QUALIFICATIONS:

1. A minimum of a two-year diploma in Office Administration or related education/experience.

2. 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.

3. Proficiency and background in the use of Banner, FAST and EPAF would be an asset.

4. Proven experience in meeting management – scheduling, agenda creation, minute taking and post meeting follow up.

5. Experienced in planning, supporting and executing events.

6. Advanced Microsoft Office skills including Word, Excel, Outlook, and PowerPoint.

7. Excellent organizational, analytical and time management skills.

8. Excellent written, verbal communication skills.

9. Ability to work independently as well as working effectively in a team.

Salary: Starting Rate: $27.81; Four Year Rate: $32.24

Appendix D Full-Time Support Staff Position Opportunity (March 2024 - September 2024)
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm), with occasional 10:30 am to 6:30 pm shift during start-up.
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on March 21, 2024. Competition number SS24-16R.