i3 Project Assistant (Initiatives and Opportunities Position/ from December 2012 until December 2014)
The i3 Project Administrator is responsible for providing administrative and clerical support to the i3 Project Management Office and the committees and teams that it supports to ensure an effective and efficient operation. The incumbent maintains central files and documents; orders and maintains office supplies; maintains project calendars; records and processes all incoming invoices and expenses for payment; track all costs, licences and contracts on the i3 SharePoint site; track and record all project change requests; compose confidential correspondence, reports, presentations, spreadsheets and other complex documents; participate in Change Management activities; retain and update the contact database for the Project Office; maintains attendance records; and disseminates information from the i3 Project Management Office to the various i3 committees and design teams.
• Provides accurate and efficient general secretarial/clerical support to the i3 Program Management Office (and program Directors and Leads) in a timely manner including resolving issues or forwarding requests to appropriate staff; assist with organizing project meetings; minute-taking and transcribing; ordering and maintaining office supplies; maintaining project calendars; records and processes all incoming invoices and expenses for payment; retaining and updating the contact database for the Program Management Office; picking up and distributing mail and faxes. • Organizes the workday to handle a number of tasks concurrently, reprioritizing tasks as required. • Liaises with all college departments/divisions and individual clients related to i3 and its outside vendors and contractors. • Responsible for maintaining efficient and effective electronic and paper file management retrieval systems for i3. • Maintenance of program costs, contracts and licences; bring-forward contracts, licences and leases that are up for review and/or renewal. • Prepares paperwork in the hiring of new staff, ensuring appropriate documentation. • Track and provide report generation of staff Professional Development. • Enters part-time support staff contracts and time sheets online for approval by i3 managers. • Tracks Contractor and Staff project hours. • Maintains i3 central repository for staff information. • Maintains staff and contractor call sheets for system emergencies. • Prepares overtime payment forms. • Performs other duties as assigned.
• Minimum of one (1) year certificate in Office Administration/Computer Applications. • Proficiency in Microsoft Office, obtained by course(s) of a total of 100 hours or less. • Minimum 3 years of experience providing administrative office support. • Advanced reading, writing and math skills. • Customer service and online systems skills. • Ability to communicate with tact and diplomacy in dealings with clients. • Demonstrated customer service skills. • Excellent time management skills to handle a variety of large volumes of work. • Proficiency in operating systems/applications: Microsoft Windows 7; Microsoft Office 2012; various email packages; working knowledge of ARIES Online. System; Enterprise Applications. • Ability to organize and prioritize workload in response to frequent interruptions and changes. • Ability to apply procedural guidelines with minimal direction. • Accuracy and attention to detail. • Shorthand/speedwriting for recording meeting minutes.
Hourly Wage Rate
Payband D: Start rate $21.48 , Maximum rate $24.87
Weekly Hours of Work
37.5 hours (overtime as required).
December 10, 2012 External
December 14, 2012
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.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.