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Title Office Assistant
Job ID 14S-1021
Division/Department Applied Research and Innovation
Campus/Site Markham
Job Classification Support
Job Type Full Time
Position Overview Reporting to the Dean of Applied Research and Innovation, the incumbent is accountable for overall administrative support for the Office of Applied Research & Innovation (ARI), and serves as one of the first lines of contact for ARI to staff, faculty, students, and the external community. The Office Assistant provides secretarial support to the Seneca Research Ethics Board, the Seneca Applied Research Council, and the Dean, ARI. The incumbent establishes and maintains electronics and paper based information tracking, scheduling and filing systems, coordinates meetings and special ARI events, and acts as a liaison between the College’s applied research enterprise and internal and external parties and stakeholders.
Responsibilities • Provides central administrative and secretarial support to Office of Applied Research and Innovation (ARI).
• Acts as an initial liaison between the College’s applied research enterprise and internal and external parties and stakeholders; deals with a diverse range of matters, some of which could be sensitive or confidential.
• Executes front-line telephone and e-mail communications; coordinates calendars and meeting agendas; establishes and maintains electronic and paper based information files.
• Monitors and processes employee attendance/time sheets; maintains and updates the ARI web pages.
• Assists in compiling research enterprise information such as submissions of research funding proposals/applications, and College-wide research performance metrics e.g., for ACCC, Polytechnics Canada, NSERC, and the College’s Institutional Planning Process.
• Works with ARI Budget and Accounts Officer on accounting tasks such as journal vouchers, invoicing, and purchase orders.
• Provides secretarial support to the Dean ARI and to Seneca’s Applied Research Council and Research Ethics Board (REB), taking minutes, organizing and maintaining databases, application forms, and web pages.
• May assist with special projects and/or administrative tasks that derive from the Office of the Vice President, Academic.
• Coordinates and assists with the logistics of projects and events such as arranging guest speakers, location bookings, catering, invitations, handouts, audio-visual media, preparing conference presentations, and marketing. Events include the Seneca Applied Research Showcase, the Staff Initiated Research Fund, the “Research Rocks” workshop series, and funding agency application review site visits.
• Other duties as assigned.
Qualifications • 2 Year diploma in Office or Business Administration. If in another field of study, state how the education is related
• 3 Years’ progressive experience in an office support role working with senior administrators
• Knowledge of the second edition of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans is required; completion of TCPS 2 certification is an asset
• Experience with submission of major NSERC proposals and Tri-Council Research Ethics Board processes is highly preferred
• Knowledge of application guidelines associated with NSERC’s Community & College Innovation programs and a basic understanding of research
• Proficiency in Microsoft Office and advanced reading, writing and math skills
• Initiative, resourcefulness and time management skills to handle large volumes of work with competing deadlines
• Ability to effectively analyse and problem solve at a level required for role
• Accuracy and attention to detail and ability to record meeting minutes accurately
• Ability to use tact and diplomacy in communication with varied stakeholders including private sector clients
• Well-developed interpersonal, customer service and communication skills (verbal and written) to interact effectively with multi-cultural/racial/able students, staff and the public are required
Hourly Wage Rate Payband E: Start rate $23.55, Maximum rate $27.30
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday: 9:00 AM to 5:00 PM
Required Date As soon as possible
Posting Date March 17, 2014 External
Closing Date March 21, 2014
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women. Upon request by the applicant, accommodation will be provided in all parts of the hiring process.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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