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Title Administrative Assistant, Dean’s Office
Division Centre for Construction & Engineering Technologies
Category Support Staff
Type Temporary
Incumbent Vacant
Salary $26.92 – $31.21 per hour
Band G
Hours 37.5 hours per week
Campus Casa Loma
Effective Date 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
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.
Competition # 13-064
Closing Date May 27, 2013