Administrative Assistant

**Requisition Details**:

- **Job Title**:Administrative Assistant**:

- **Requisition #**:23-443**:

- **Campus**: Reuter
- **Department**: Canadian Institute for Safety, Wellness & Performance
- **Payband**: E
- **Starting Rate**: $26.47
- **Payband Range**: $26.47 - $30.69
- **Hours/Week**: 37.5
- **Posting Date**: Thursday, July 13, 2023
- **Closing Date**: Thursday, July 20, 2023 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time

Support Staff Full-time New Position

(Full-time Support Staff will be given first consideration)

Conestoga College’s Canadian Institute for Safety, Wellness & Performance (CISWP) is currently recruiting an Administrative Assistant to provide comprehensive administrative support to assist the efficient operation of the Executive Director’s office and organizes daily activities for Canadian Institute for Safety, Wellness, and Performance (CISWP) leadership and stakeholder advisory committee.

**Responsibilities**:

- Provides administrative support to Executive Director including calendar maintenance
- Assists the Executive Director with incoming/outgoing correspondence
- Ensures communications and workflows are handled in an efficient manner
- Compiles and prepares agendas including gathering appropriate documentation for meetings
- Records and transcribes meeting minutes as instructed by CISWP leadership
- Monitors, responds, and initiates action items and commitments
- Proofreads documents, reports, and notes
- Supports orientation and onboarding for new full-time and part-time staff including arranging for office space and resources such as computers, supplies, keys, etc.
- Supports operational reports, budgets and revisions including inputting full-time Administrative, Support Staff, and faculty salary distributions
- Compiles capital budget requests and follows appropriate processes upon approval
- Organizes, monitors and supports tracking of CISWP projects budgets and provides monthly reports to Executive Director
- Orders office supplies for CISWP staff and ensures costs are within/below budget
- Prepares annual reports at the direction of CISWP leadership team
- Organizes and supports the coordination of CISWP events including venue booking, creating and distributing marketing materials, ticket sales, communication, and reports, etc.
- Supports CISWP monthly webinars (announcement, registration, hosting, recording)

**Qualifications**:

- Minimum two year Diploma in Office Administration, Business Administration, Arts/Humanities, Social Sciences, or a related field of study is required
- Three years of relevant experience providing administrative support to senior management in an office environment; experience in a post-secondary environment is preferred
- In-depth knowledge of Microsoft Office products, including working with databases and Excel
- Knowledge of Learning Management Systems is considered an asset
- Excellent organizational skills, oral and written communication skills
- Demonstrated minute-taking and transcription ability
- Excellent interpersonal skills with the ability to communicate professionally, tactfully, and diplomatically
- Initiative and problem-solving ability
- Knowledge of applied research is an asset
- Demonstrated mathematical skills for tracking of expenditures, verifying invoices, budgeting, etc.

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