Welcome to the new George Brown College online job application system.
Administrative Assistant, Dean’s Office
Centre for Construction & Engineering Technologies
$26.92 – $31.21 per hour
37.5 hours per week
ASAP to August 29, 2014
Provides administrative services to the Dean of the Faculty of Technology; manages ongoing activities of the Dean’s Office to ensure efficient operation of the office by providing executive administrative support and administering decisions on daily operational concerns.
Administers all front-line inquiries, resolves issues and problems prior to contacting managers; analyzes student issues and recommends courses of action based college policies and procedures; documents and prepares report summaries of issues of student complaints and emergencies that occur in CCET.
Acts as first point of contact for prospective and current students, faculty, staff, external organizations, governments and other departments requiring information from the Dean’s Office; responds to all inquiries – in person, electronic, etc.; serves as back up to other support staff in other departments in the Division.
Composes correspondence, meeting minutes and notes; edits and updates presentations for delivery by the Dean and other CCET staff.
Schedules appointments and meetings with various stakeholders (e.g., corporate partners, Advisory Committee, staff, faculty, and external agencies); organizes and prepares agendas, room bookings, and arranges catering.
Creates and maintains appropriate data management system; maintains tracking system.
Plans and reconciles expense claims, invoices, corporate card log sheets, travel arrangements, catering, telephone and special contracts.
Assists the Budget and Special Projects Manager in daily, weekly, monthly and yearly budgetary operations, special projects and fundraising events.
Maintains the following: calendar of deadlines for the Division; electronic and physical filing system; ordering and controlling the office supplies; creating and maintaining accurate divisional organizational charts and contact lists.
Organizes events for the Division; assists with orientation sessions, career fairs, open houses, school tours, Technology Student Award ceremonies, and Convocation logistics.
Maintains payroll contracts, adhering to deadlines for submission; collects resumes for job applications for non-full time faculty and maintains database of current and prospective employees.
Prepares financial narrative reports; acts as back up to input and access budget data requested; uses computerized financial systems; processes budget related documentation; monitors the budget throughout the year.
Assists with research and development of special projects.
Performs other related duties as assigned.
Three year diploma or degree from a recognized post-secondary institution in Business or Office Administration or equivalent; an understanding of basic accounting principles is required.
Must have five years of progressive experience supporting a senior manager in a very busy office environment including: interfacing with internal and external organizations, such as all levels of governments, divisions across the organization, business and industry; making travel arrangements; scheduling meetings; and developing written materials.
Demonstrated ability to manage competing priorities effectively, with constant interruptions.
Intermediate level in Microsoft Office applications, especially skilled with spreadsheets, databases and producing presentations.
High level of competence with recommending course of action and decision-making as subject matter expert on administrative processes for the organization.
Ability to handle complaints in a professional manner, exercising tact and diplomacy; ability to maintain confidentiality of information.
Demonstrated conflict resolution skills; ability to deal with people under pressure; good judgment; high attention to detail and accuracy.
Exceptional time management, multi-tasking and organizational skills; ability to complete tasks and meet deadlines with minimum direction.
Excellent oral and written English communication skills; excellent presentation skills.
Ability to work in an environment where a diversity of people and situations are encountered.
NOTE: Ability to work overtime occasionally, as some special events occur outside of the normal work day.
Interview process may consist of a practical skills component.
The College requires proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents. Credentials may require validation at the time of interviews.
To apply submit a covering letter and resume combined in one (1) document.
Preference will be given to qualified internal candidates in accordance with the applicable collective agreement. Should a suitable candidate not be found, external candidates will be considered. George Brown College is dedicated to employment equity and encourages applications from women, persons with disabilities, racial/visible minorities and aboriginal peoples.