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Title Administrative Assistant to Director, Centre for Business
Division Faculty of Business, Arts & Design
Category Support Staff
Type Full-time/Probationary
Incumbent New
Salary $24.91 – $28.88 per hour
Band F
Hours 35 hours per week
Campus St. James
Effective Date ASAP
Duties
  • As the first contact for the Director, fields queries and resolves issues; assesses and responds to incoming inquiries through memos, letters, emails, phone calls, and meeting in-person.
  • Prepares and processes faxes, copying, invoicing, and expenses.
  • Researches, compiles and prepares reports, and presentations.
  • Schedules internal and external appointments, meetings and travel arrangements; arranges room bookings, catering and equipment requirements; prepares materials for distribution.
  • Coordinates, creates, verifies and maintains the accuracy of systems such as files, databases and contact lists.
  • Coordinates and executes activities involving the Centre, including representing the Centre on internal or external committees as required.
  • Provides project coordination and senior level support to the Director, including maintenance of information and involvement in projects of a confidential nature.
  • Acts as the senior student service representative to students, prospective students, staff and the general public by: ensuring timely and accurate information is provided; intervening in complex inquiries and difficult cases when other staff are not able to deal effectively or satisfactorily with the problem/concern; determining when and where to refer issues for action; acting on behalf of students to facilitate correction and/or problem solving requiring independent judgement and initiative; and responding on behalf of the Director as appropriate and under delegated authority.
  • Researches and compiles documentation on student related issues for escalation to Office of the Director, sometimes requiring consultation with Chairs, managers or faculty. 
  • Assists Chairs, Operations Manager and Student Services staff prior to start-up, during start-up and with end of term procedures.
  • Provides administrative support to other administrators or projects as required.
  • Undertakes research or tracks projects to support the Centre’s strategic initiatives.
  • Performs other related duties as assigned.
Qualifications
  • Three year diploma or degree from a recognized post-secondary institution in Business or equivalent.
  • Minimum three years’ experience in a senior administrative role working in a dynamic office environment, preferably with significant diversity in customer/student service relations; possess excellent English communication skills (both verbal and written) and an intermediate level in Microsoft Office.
  • Exhibit high levels of interpersonal and customer service skills to liaise with people at all levels within the profession and those who speak English as a second language; excellent problem solving and conflict resolution skills.
  • Superior organizational, planning, coordination, and project management skills; high level of attention to detail and accuracy.
  • Ability to work under pressure with frequent interruptions while dealing with conflicting demands and distractions; ability to prioritize work and meet deadlines.
  • Discretion, sound judgement and demonstrated ability to preserve strict confidentiality. 
  • Thorough and comprehensive knowledge of policies and procedures at the College, while keeping abreast of changes to policies and procedures as it relates to the Centre.
  • Demonstrated ability to take initiative, work independently and as a team member.
  • Ability to lift up to 44 lbs (e.g., cartons of paper, flipcharts, etc.).
  • 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 # 13-063
Closing Date May 27, 2013