Administrative Assistant

The Administrative Assistant will provide the department with a range of administrative and front-line client support including the implementation and maintenance of internal office practices and procedures to facilitate day-to-day operations.

Responsible for the maintenance of departmental databases, providing general research support and providing financial administration.

Assign straightforward tasks and trains on standard processes and operating procedures.

Responsibilities:

Provide general administrative support, including, writing briefing summaries, creating update reports, presentations, documents and other correspondence as assigned and coordinating logistical support for meetings or events; which may include booking the meeting, arranging for food and/or a venue, production and distribution of invitations, on-site support and assisting with other logistical details.

Provide front-line client service for the department addressing inquiries/requests, specific recommendations on best course of action to follow based on standard operating procedures and practices or specific instruction; re-directs to the appropriate department/staff when more senior advice is required.

Greets and provides information and direction, in person and over the phone, to the DMZ community, including staff, visitors, students and to the general public.

Implement and maintain internal office procedures systems and processes to ensure the efficient recording, storage and retrieval of departmental information and files.

Administer and report on budget and financial activities of budgets and cost centers, including the inputting, monitoring, tracking, submitting and/or expensing of amounts of up to $5000 per transaction based on accepted practices and

Assist with the preparation of simple statistical and budget reports, as required.

Qualifications:

Completion of a post-secondary diploma program in office administration, business administration or a related field.

A minimum of 3 years of relevant work experience in a similar office role with the following requirements:

Experience monitoring, tracking and processing financial activities.

Experience with database applications.

Experience organizing events involving external partners.

Experience in word processing, report preparation, office procedures/practices, scheduling and event coordination.

An equivalent combination of education and experience may be considered.

Strong organizational, time management and administrative skills to manage multiple priorities simultaneously

Demonstrated ability to communicate effectively (both oral and written) with individuals at different levels

Strong interpersonal relationship skills, including the ability to relate well to students, staff and community members.

Excellent customer service skills to include the ability to deal professionally

Strong attention to detail

Strong time management skills; ability to prioritize and ensure completion of work

Ability to work in a fast-paced environment while demonstrating a high-degree of accuracy and an attention to detail.

Ability to work collaboratively within a team environment.

Proficiency in the use of Google Workspace and Microsoft Office (Word, Excel, PowerPoint) and Gmail.

Basic accounting and bookkeeping skills

Position Number: 20005043

Reports To: Director, Strategic Initiatives

Department: DMZ

Employee Group: OPSEU

Vacancy Type: Term

Work Location: 5 days in-person/on-campus, Monday to Friday

Start Date: ASAP

End Date: 1 year from start date

Hours of Work: 36.25

Grade: 9

Salary Scale: $63,893.40- $69,818.06