Administrative Assistant to the Director, Experimental Learning and Entrepreneurship Appendix DTemporary Assignment

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Please note: jobs are posted until 11:59 pm on the job closing date.

Land Acknowledgment:

Algonquin College campuses in Ottawa Perth and Pembroke are located on the traditional unceded and unsurrendered territory of the Anishinàbe Algonquin People. The Algonquin People have inhabited and cared for these lands since time immemorial. We take this time to express our gratitude and respect to them and to the land for all that it has provided and will continue to provide.

Job Description:

Reporting to the Director Experiential Learning and Entrepreneurship the incumbent is accountable for contributing to the effectiveness of the Experiential Learning and Entrepreneurship office and for providing support to the Director and the department (hereinafter referred to as ELE). The Administrative Assistant provides a range of administrative clerical communication and secretarial support ensuring the efficient day-to-day operation of the ELE office.

The incumbent proactively administers the office work cycles and anticipates the needs of the Director is the first point of contact in the department for the Director and provides administrative and communications support for the ELE department. The Administrative Assistant has familiarity with the ELE office and is able to dialogue effectively with a wide variety of clients and employees as well as with representatives from the College other postsecondary institutions industry and government.

The incumbent prepares and coordinates the submission of various reports and transmittals including those for the Algonquin College Leadership Team Deans and Directors Council and Cross-College Committees. The Administrative Assistant coordinates timelines tasks and requirements related to projects and reporting. They are responsible for supporting the Directors schedule and planning for College documents and activities.

The Administrative Assistant is conscientious professional and respects confidentiality.

Duties and Responsibilities:

Administering and coordinating the activities of the ELE office by:

• Providing first point of contact support for the Director regarding issues and inquiries; responding to queries and requests accurately and punctually in person via telephone collaboration software and email; redirecting to the appropriate staff as needed

• Daily updating and maintaining the Directors calendar

• Monitoring emails related to leadership team and executive team deliverables to identify action including but not limited to placing in calendar

• Supporting the recruitment process for the Directors office and ELE office through position requisition preparation scheduling of candidate interviews preparing and organizing documentation for hiring booking logistical requirements

• Creating and maintaining confidential human resources files as required

• Participating in and supporting as required Directors office promotional activities employee meetings institutional visits retreats and special projects that arise from time to time

• Independently initiating and drafting correspondence requiring original composition which involve routine inquiries and replies on behalf of the Directors office

• Preparing a variety of documents/ reports using different tools including word-processing spreadsheet presentation project management and digital collaboration applications

• Formatting proofreading and recording documents requested

• Preparing and compiling documentation for signature reports and/ or meetings as required

• Ensuring that information correspondence and reports emanating from the Directors office are of the highest professional standard and discreetly handled

• Coordination and logistical support for Director and committee/ association meetings

• scheduling meetings communicating the date time and location with all members;

• booking facilities audio/ visual equipment as required

• sending/ publishing meeting agendas and meeting materials in a timely fashion;

• receiving all decisions and necessary information

• transcribing/ formatting minutes for approval by Director

• distributing minutes scheduling and monitoring follow-up action

• Establishing office procedures and bring forward systems for the Directors office and ELE office; identifying opportunities for process and operational improvements

• Processing correspondence ensuring accurate and timely responses

• Prepares sorts and scans documents that need to be digitally saved

• Protecting the integrity of the ELE office by ensuring the confidentiality of student employee and outside agencies matters and any sensitive material to which the incumbent might be privy

• Screening sorting and distributing incoming and outgoing mail faxes and parcels; processes all change of address requests and redirects mail accordingly

• Assisting in the facilitation planning and organizing of ELE departmental meetings and professional development day(s)

• Organizing and confirming local national and international travel accommodations and registration for meetings events conferences and/ or professional development

• Collaborating with the Executive Assistant to the Associate Vice President Academic to coordinate set-up or support division initiatives activities and events as applicable

• Monitoring supply of inventory/ office supplies forms and equipment; preparing requisitions to replenish stock as required

• Ensuring the tracking of outstanding purchase orders reconciling received items against original purchase orders and resolving discrepancies

• Ensuring that equipment repairs are requested and tracked

• Maintains knowledge of College policies procedures programs and organizational structures including the Colleges mandate plans goals and objectives and its services to respond effectively to various stakeholders.

Organizes and maintains records by:

• Organizing and maintaining a variety record keeping systems in accordance with best practices as well as college policies and procedures

• Creating organizing and maintaining accurate and timely files and documents

• Classifying and maintaining all records maintained on shared drives and/ or platforms

• Updating and maintaining a directory and accurate organizational chart for employees

• Maintaining departmental records and schedules

• Supporting operational schedules for regular activities

• Maintaining files and records for budget reconciliation reporting and historical documentation.

• Orienting and instructing departmental staff in the processing of expenses to verify the accuracy and correcting of errors or omissions

• Coordinating activities related to the financial processes of the department including processing and tracking of departmental expenses and purchases through the financial management system

• Coordinating the collection of data and distribution of regular ELE communications and updates

Coordinates workflow received from the administrative team by:

• Identifying and prioritizing production or preparation conflicts for documents and activities

• Developing detailed work-back-schedule plans to avoid work and schedule conflicts

• Organizing and prioritizing routine work assignments

• Communicates on a regular basis with all departments external agencies and the public by:

• Assisting callers/ visitors requesting information from/ access to the Director

• Ensuring that matters requiring immediate attention are routed to the appropriate Manager using judgement tact and discretion in assessing requests from internal and external stakeholders

• Responding to requests for information which require knowledge of College policies/ procedures

• Providing requested operational data and dates to College administrators

• Handling confidential matters with employees and external clients

• Screening and directing inquiries and/ or complaints to appropriate individuals

• Ensuring optimal distribution of information to administrative offices at all College campuses

• Liaising with various departments within the College

• Providing direct client service to learners during peak periods

Required Qualifications:

• Two (2) year diploma (or equivalent) in Office Administration Office Administration-Executive Business. Equivalent combination of relevant education and work experience may be accepted in place of formal education.

• Minimum five (5) years of relevant administrative assistant experience three (3) years of which should be supporting senior level management as well as experience interacting with diverse stakeholders in a non-routine fast-paced office environment.

• Experience in writing correspondence as well as developing varied documents and reports.

• Experience managing simultaneous deadlines with minimal supervision.

• Experience working independently in progressive responsible positions with some preferred at a postsecondary organization.

Demonstrated the following required qualifications:

• Excellent interpersonal skills.

• Strong analytical and problem-solving skills.

• Well-developed verbal and writing skills to effectively communicate with stakeholders.

• Highly developed minute-taking writing and publishing skills with attention to detail.

• Very effective organization and time management skills; ability to multi-task and prioritize.

• Good knowledge of academic administrative and organizational structures including varied decision-making processes.

• Proven team player.

• Advanced proficiency with MS Office SharePoint and other digital collaboration tools. Knowledge of social networking applications is an asset.

This position is eligible for hybrid work in conjunction with the Colleges Flexible Work Arrangement Policy. (subject to change).

Why Join Algonquin College

• Compensation:Many roles offer a competitive base salary and comprehensive benefits including health dental and retirement plans designed to support your well-being. Eligibility for benefits vary by position. Benefits Careers

• Learning and Development Opportunities: Access to training tuition assistance programs (Algonquin College Courses and Degree Completion) certifications workshops and professional courses that allow you to grow and advance in your career. About Us Employee Learning and Development. Availability depends on role and employment status.

• Company Culture: Our values of caring learning integrity and respect define how we interact with one another. We foster a supportive and collaborative environment. Algonquin College has been recognized by Forbes as one of Canadas Best Employers for 2025 and one of Canadas Best Employers for Diversity for 2024

• Inclusion Diversity Equity and Accessibility (IDEA): We are proud to be the first Ontario college to implement an Equity Diversity and Inclusion policy fostering an inclusive workplace where all employees feel respected and valued. Affinity Group Conversation Communities Inclusion & Diversity & Truth and Reconciliation

• Flexible Work Arrangement Policy. Select positions are eligible for hybrid work in accordance with the Colleges Flexible Work Arrangement Policy (subject to change).

How We Use AI in Hiring:

Algonquin College uses artificial intelligence technology to assist in screening and assessing applicants and their applications while ensuring that all processes respect and uphold the provisions of applicable collective agreements above all else.

Accessibility:

Algonquin College values diversity and is an equal opportunity employer. We are committed to fostering an inclusive equitable and culturally respectful workplace. We offer an inclusive work environment and encourage applications from candidates of all backgrounds including Indigenous peoples persons with disabilities members of racialized groups and individuals from diverse communities. If you require accommodation during the recruitment process please contact the Human Resources department at . While we thank all those who apply only those to be interviewed will be contacted.