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Title Administrative Assistant to Operations Manager
Division Faculty of Business, Arts & Design
Category Support Staff
Type Temporary
Incumbent Vacant
Salary $23.09 - $26.76 per hour
Band E
Hours 35 hours per week
Campus St. James
Effective Date ASAP - August 29, 2014
Duties  
  • Provides administrative and clerical support to the Academic Operations Manager, Chairs, and Director for Centre for Business.
  • Assists with review of CAPP reports and subsequent ‘Hold’ inputs; enters results of exemption requests onto Banner after review from faculty, Chairs or Director.
  • Updates Centre for Business phone and email distribution list.
  • Monitors supply orders as required by faculty, maintains inventory of supplies, and implements processes around provision of supplies.
  • Provides knowledge and expertise in areas such as Xerox and printer maintenance, Banner Faculty Services, Email/Voicemail setup, and Blackboard.
  • Coordinates course outline processes and maintains check-in/check-out electronic inventory for Manager’s, Chair’s or Director’s review; ensures course outlines are posted.
  • Maintains centralized divisional booklist; manages textbook and teaching materials for part-time faculty; orders textbooks and teaching materials from publisher and distributes accordingly.
  • Provides front-desk support to students at the Centre for Business; ensures accurate and timely responses to voicemail, email and in-person inquiries.
  • Assists with inquiries such as special timetabling, faculty availability, and admission & program information as required – refers students to other departments/divisions as per college processes, policies and procedures; gathers, documents and responds to information and escalates student issues, as required.
  • Coordinates Centre for Business Annual Business Awards Event (planning, liaising with industry and other partners as identified); communicates project deliverables (invitation list, mailings, maintains RSVP lists, orders refreshments, etc.) and keeps accurate, up-to-date files on invoices, expenses, cheque requests and awards spreadsheets.
  • Coordinates student tours, student recruitment activities, orientation sessions, and works with counterparts in all academic divisions to implement special events as deemed aligned with overall strategic departmental and divisional goals.
  • Other related duties as assigned.
Qualifications
  • Three year diploma or degree from a recognized post-secondary institution in Business Administration or equivalent.
  • Minimum of three years practical experience as an administrative assistant in a fast-paced environment.
  • Excellent oral and written English communication skills.
  • Advanced proficiency in MS Office; experience with Banner or a relational database is preferred.
  • Excellent customer service, interpersonal, analytical and demonstrated problem solving skills are required.
  • Experience in event planning and related processes/logistics associated specifically with business events.
  • Thorough and comprehensive knowledge of programs offered at the Centre for Business, while keeping abreast of changes to policies and procedures.
  • Excellent time management and organizational skills including ability to meet deadlines with conflicting priorities.
  • Discretion, sound judgement and demonstrated ability to maintain confidentiality.
  • High attention to detail and accuracy.
  • Occasional travel between campuses is required. 
  • Ability to lift up to 44lbs (e.g. textbooks, supplies, boxes of course outlines).
  • Ability to work in an environment where a diversity of people and situations are encountered.
 
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 # 13-101
Closing Date August 2, 2013