Administrative Assistant, Corporate Training Services

Support Staff

Oshawa, ON • ID: SS24-56 • Temporary

About Durham College:

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design. Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times. DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

POSITION INFORMATION:
Full-timeSupportStaffPositionOpportunity(TemporaryEmployeeReplacement(AppendixD,see page 109 of collective agreement) – July 2024 to August 2024
Payband: Band E;StartingRate:$27.81;FourYearRate: $32.24 Department: Corporate Training Services
Hours:35hoursperweek(1)onehourlunch;Mon–Fri(8:30am –4:30pm;oneeveningshift) Reporting To: Manager, Business Operations
CampusLocation:Whitby
The incumbent will play a role in the administration of financial and department HR elements including the preparation of reports on key department metrics. This role is critical to the overall function of eachbusinessunitwithin the CorporateTrainingServicesdepartment. The incumbentwill liaisewithcoreservicedepartmentsofDurhamCollegeincludingAcademicOffice,PresidentsOffice, HR, finance, payroll and purchasing.

DUTIES ANDRESPONSIBILITIES:
Finance

• PrepareinvoicesforselectCTSclientele(liaisewithaccountingforelectronicinvoicing)
• Ensureaccurateaccountcodingofselectinvoicesforapprovalbyprojectowners
• Assistswithpreparationofcapitalandoperating budget.
• TrackallinvoicessubmittedforpaymentandliaisewithDCaccountingtoverifycorrectaccount entry
• PreparereportsfromtheDCfastsystemtoaidinfinancialprojectionsandaccountaudits
• Reconcileselectdepartmentmastercardpaymentsandsubmitreportto accounting
• Processselectexpensereportsforfullandparttimestaffaensuringcompliancewithcollege policies
• Initiatesselectpurchaserequisitionsandfollow-uponapprovals
• Input and obtainvariousreportsandpurchaserequisitionsusingtheBanner System

ContractAdministration

• Generateselectdepartmentcontractsinpartnershipwiththebusinesslead
• Collectselectsignaturesoncontracts(clientandinternalDC)
• InitiatethecontractadministrationprocessandliaisewithInsuranceandRiskonallrequirements (CARAF)

DepartmentHumanResources

• MaintainCTSemployeecontactlists
• Recordandcommunicatevacationallotmentsandstatus
• SupplynewCTSstaffwithnewhiretrainingpackage(i.e.healthandsafety,orientation information, banner ID, passwords etc.)
• OrderITequipment fornewhires
• LiaisewithHRonselectjobpostingsanddepartmentrecruitment,developmentofparttime contracts, and on employee files regarding vacation entitlement, tracking adjustments, amendments to employee file in Banner

Executive Assistance

• Execute requests such as arranging meetings; following up on action items; gathering informationanddataanalyticsforreports;proofreadingdocuments;preparingmiscellaneous correspondence; responding to emails; anticipating and preparing for cyclical activities; assisting with projects and other miscellaneous requests.
• Somescheduleandcalendarmanagementforleadership.
• Provides confidential administrative support related to sensitive issues; such as challenges relatedtoprocesses/procedures,wageanalysis,programperformance,andbudgetanalysis.
• Investigatesdiscrepancieswhichmayimpactthebusinessinconsultationwithleadershipand implements improvements or operational changes as they relate to departmental or organizational issues
• Prepareagendasandrecordmeetingnotesforavarietydepartmental meetings.
• Providesupportforcross-institutionalcouncils,committeesandtaskforcesincludingscheduling, meeting logistics, and minute taking.

SpecialProject Administration

• Assistinthecoordinationofspecialprojects,whileprovidingguidanceand support.
• Setuptrackingandmonitoringsystemsforvarious projects.
• Maintainfinancialdatatosupportfinancialcomplianceforspecialprojects
• Prepareandtrackinvoicesthroughoutprojectdurationanduponproject completion

CommunicationsandSocialMedia

• Supportmanagementteaminthewriting,scheduling,anddeliveryofsocialmediamessages via LinkedIn, Facebook, and Twitter.
• ParticipateinmeetingstoplanCTS contentupdatesforCTS website.
• Supportcontentupdaterequirementsandwebsitechangesandattendproductmeetingswhile acting as CTS lead for product updates.
• Participateininformationandplanningsessionsregardingtrainingprograms.
• Participateinstudentregistration,applications,delivery,schedulingandrecordmanagement processes associated with CTS programs.
• Recommendareasforimprovementandadjustmentswhereapplicableregardingtraining programs.
• Liaise with program delivery team members providing consultation on best practices in customerservice,policyandprocedures,adjustmentstocurrentprocesses,newmethodsfor program registration/delivery, etc.
• Developstudent/clientcommunicationtemplatesandinvestigatenewapproachesto standardize workflow processes.

QUALIFICATIONS:

• Aminimumof a2-yeardiplomainOfficeAdministration,Accounting,orHuman Resources.
• Aminimumof3yearsofworkexperienceinadministrationsupportwithspecificfocusonHR and/or finance administration.
• ProficiencyinMicrosoftOfficesuiteis required.
• Musthavetheabilitytomulti-taskandbecircumspectwithconfidential information.
• BackgroundintheuseofBannerand/orFASTwouldbeanasset.
• Accountingandbookkeepingexperiencearean asset.
• ProjectManagementtrainingorexperienceisanasset.
• Knowledgeofpost-secondaryprogramsandpoliciesisanasset.
• Marketingandknowledgeofsocialmediaplatform isanasset.

Required Skills

Payband: Band E; Starting Rate: $27.81; Four Year Rate: $32.24

Required Experience