Job Description

JR100821

Administrative Assistant

The Role:

To provide a range of administrative services to support the operations and services of an assigned unit/department.

Key Responsibilities-

• Provides various administrative services to support the programs, services and/or operations of an assigned unit/department.
• Coordinates work flow in support of unit/department programs/services/operations.
• Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination with others to provide services and resolve problems.
• Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms).
• Arranges scheduling and logistics of meetings, including minute taking when needed.
• Establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records or client's files.
• Supports research administration (e.g., updating references, coordinating publication materials)
• Monitors and maintains email accounts and email distribution lists for the unit/department as well as external contact lists using specialized software (e.g., within the Stakeholder Relationship Management system).
• Provides email, calendar, word processing, spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching, accessing, manipulating, verifying and setting up data and maintaining systems.
• Contributes to, and provides input into unit business processes/ procedures.
• Provides back-up support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required.
• Serves as the unit point person coordinating technological support, including liaising with IT to resolve technical issues and coordinating access to SharePoint and other information.
• Performs other duties as assigned.

Knowledge and Skills-

• Expertise in Word, Excel and PowerPoint.
• Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery.
• Knowledge and skills in the use of various general office and specialized software (e.g., spreadsheet, accounts, database management).

Education and Experience-

• Completion of a post-secondary secretarial or administrative assistant program.
• Three years of related administrative support experience.
• Experience with Workday is preferred.

Attributes and Competencies-

• Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization.
• Written communication skills to draft responses to inquiries.
• Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters.

Job Types: Full-time, Fixed term contract
Contract length: 9 months

Salary: $25.09-$28.27 per hour

Work Location: Hybrid remote in Toronto, ON M5G 1M1

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