Administrative Assistant

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-time Contract (Appendix D) 18 months

The incumbent will support the Dean, Teaching, Learning and Program Quality and department colleagues to ensure a welcoming environment and efficient administrative processes.

The position will provide support to evolving initiatives that include Program Planning, Development and Renewal; Teaching and Learning Leadership;

Instructional Design; Learning Technologies; and the Scholarship of Teaching and Learning.

DUTIES AND RESPONSIBILITIES :

Office administration :

• Provide administrative duties in person, by telephone and email, and through synchronous and flexible technology platforms, and record messages, arrange appointments, respond to a variety of inquiries, and run face-to-face and / or virtual meetings using the appropriate technologies.
• Process incoming / outgoing mail, including emails and messages from multiple accounts in a timely manner.
• Provide administrative support to employees to arrange catering, room bookings and travel, and schedule for training / meeting rooms.
• Adhering to corporate policies and procedures, provide finance administration to process expense reports and invoices, corporate purchasing card reconciliation, report printing, account reconciliation, miscellaneous institutional forms, etc.
• Supporting procurement of equipment and software for Centre and faculty development needs in alignment with corporate policies and procedures.
• Ensure colleagues and main Centre for Teaching and Learning spaces have the supplies and equipment they require and in working order by liaising with vendors as needed; ordering supplies.
• Adhering to institutional processes, input and track attendance records for the department team.

Meeting management and professional development administration :

Support the Dean and colleagues with a number of committees, working groups, task forces and focus groups for teaching;

eLearning; program quality, program development, and program review and renewal initiatives.

• Support teaching and eLearning professional development days, and conference event needs including planning support, room bookings, catering, vendor procurement and organization, and registration forms.
• Support procurement process for keynote speakers.
• Collaborate with committee members to arrange meeting dates and times using Outlook and Teams effectively and efficiently.
• Prepare and distribute agenda packages, coordinate room booking, etc.
• Record and prepare detailed minutes for review.
• Use WordPress to update professional development sessions on Centre’s website, including creating registration forms
• Use synchronous and flexible technologies during virtual meetings effectively and efficiently.
• Follow-up on agendas and supporting materials for appointments and meetings.

Document administration and data management :

• Assist with the creation and administration of surveys, questionnaires, and focus groups to internal and external stakeholders using appropriate digital software.
• Utilizing software applications, gather, scan, develop and maintain spreadsheets, reports, documents and presentations, using Microsoft 365 applications and Adobe.
• Create detailed reports based on data collection for professional development sessions and incoming faculty support statistics.
• Liaise with the Office of Research Services, Innovation and Entrepreneurship (ORSIE) and other colleagues as needed to obtain and maintain document updates.
• Maintain and organize department electronic and / or hardcopy records in accordance with the institutional records retention policy.
• Proofread documents thoroughly and seek clarification from colleagues as needed to produce the desired final document.

Teaching, eLearning and Program Quality coordination :

• Support cross-function collaboration among departmental colleagues.
• Provide support with session logistics such as room and / or meeting bookings, monitor class lists / registrations, reproduce handouts, prepare feedback reports, etc.
• Collect, tabulate, graph and summarize statistics related to training activities and audit documentation.

Communication coordination :

• Seek new opportunities to promote department initiatives to the campus community and external stakeholders. Liaise with colleagues to gather information on initiatives and investigate the appropriate means to communicate such opportunities.
• Develop and maintain a department work plan on key dates, timelines, initiatives, and sessions.
• Update the Professional Development website on a monthly basis using WordPress and ICE, as needed.
• Produce and coordinate promotional items / literature.

QUALIFICATIONS :

A minimum of a two-year diploma in Office Administration.

Minimum of three years’ recent experience in a fast-paced office environment.

• Require advanced proficiency in the use of technological tools including M365 suite including Outlook, Word, Excel, Teams and Forms, OneDrive and Zoom.
• Strong digital fluency and demonstrated ability to adapt to technological changes.
• Experience in recording and producing high quality meeting minutes.
• Experience in data collection and reporting is required.
• A background in the use of Banner Student Information System and FAST would be an asset.
• Excellent customer service / communication skills (verbal, written, and digital).
• Ability to work independently as well as work collaboratively with team members.
• Excellent organizational, problem-solving and time management skills including the ability to set priorities and meet deadlines.

Candidates will be required to participate in a skills demonstration in the recruitment process.

Required Skills

Payband E : $27.81; Four-Year Rate : $32.34 per hour

Required Experience

Full-time Contract (Appendix D) 18 months

35 hours per week (1) one-hour lunch; Mon Fri (8 : 30 am 4 : 30 pm) Occasional evening work may be required.

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on July 2, 2024.

Competition number SS24-58.

Payband E : $27.81; Four-Year Rate : $32.34 per hour