Administrative Assistant - Limited Term

Administrative Assistant - Limited Term

Tracking Code: req1033

Faculty/Department: Office of VP, Research and Innovation

Number of Positions: 1

Appointment Type:Limited Term 6 months

Hours of Work: 35 hours per week

Salary Range: Level 6 - Starting Salary, Step 1 $50,054

Posting Date: March 11, 2024

Closing Date: March 22, 2024

Job Summary: The Brilliant Catalyst is the on-campus incubator and experiential learning hub at Ontario Tech University with the mission to propel the next generation of innovation changemakers. Under the leadership of the Director, Creativity and Entrepreneurship, the Brilliant Catalyst provides support and guidance to a community of over 250 start-up companies and innovative thinkers.

Nature of work:
Reporting to the Manager, Programs and Operations, the Administrative Assistant, Brilliant Catalyst, will support the Brilliant Catalyst team with the delivery of Brilliant Catalyst programs, initiatives, workshops, events and services. This position will work closely with the Manager, Programs and Operations, and the rest of the Brilliant Catalyst team to ensure that all operational needs are met, and to ensure that Brilliant Catalyst programs are being delivered efficiently and effectively.

Responsibilities/accountabilities:

• Keeps track of incoming requests for meetings, ensuring follow-through by requesting availability,
  coordinating schedules of internal and external participants
• Manages meeting logistics, booking space, ordering refreshments, re-scheduling as needed, ensuring meeting materials are prepared, collated (agendas, resources, written material, proofing and editing) and provided to participants
• Works with other Administrative Assistants and stakeholders to coordinate and communicate details
• Provide administrative support to the Brilliant Catalyst
• Ensures legal documents (program agreements contracts, non-disclosure documents, billing requests, etc.) are signed in accordance with the signing policy and appropriately distributed to parties and internal records/files created
• Ensure accurate recording keeping and data collection for all Brilliant Catalyst programs
• Files documents, assists with getting new employees set-up, minute taking and agenda production for internal meetings
• Assist with the coordination and execution of numerous events and programs throughout the year, including entrepreneurship workshops, hackathons, student engagement events, and more.
• Coordinates all event logistics, for example, booking space, inviting guests or participants, creating materials (e.g. abstract books, guides, and agendas), advertising, arranging travel, parking, and food
• Arranges set up through facilities, media services and/or external vendors (e.g. podium, stage, tables, projector, and speakers)
• Acts as event photographer and social media coordinator
• Maintains all Brilliant Catalyst social media accounts including Instagram, LinkedIn, and Twitter.
• Creates social media content, interacts with followers, and responses to inquires.
• Assists with updating the content on the Brilliant Catalyst website.
• Involves, drafting or editing content or posting content provided by others
• Manage inquires sent to the shared Brilliant Catalyst email
• Acts as first point of contact for general inquiries regarding Brilliant Catalyst programs.
• Assist with financial administration for the Brilliant Catalyst in collaboration with the Manager, Programs and Operations
• Reconciles BMO p-cards and general expense reimbursements using departmental codes for up to 3 individuals monthly

Required Skills:

• Excellent communication skills both verbal and written.
• Well organized, able to prioritize multiple tasks, meet time requirements and anticipate needs.
• Proven ability to work with accuracy and attention to detail.
• Demonstrates integrity and maintains confidential information.
• Strong initiative and ability to work in a fast-paced environment with multiple competing priorities.
• An ability to learn quickly and to respond to change in a timely manner.

Required Education:

• Minimum completion of two-year program resulting in certification, diploma or license

• Verification of Academic credentials may be required

Required Experience:

• Up to and including one year of experience

• Direct experience in university administration, contract management, financial management, marketing or communications would be significant assets.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until March 22, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 4/1/2024

Expected End Date: 9/30/2024