Requisition Details

Support Staff Full-time Replacement Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Aministrative Assistant will provide administrative support for the day-to-day operations of the academic programs within the Early Childhood Education department, the demonstration lab childcare centres, and the Early Childhood Professional Resource Centre. Additionally, this individual will interact with colleagues within the School of Community Services, numerous departments across Conestoga College, and the broader regional early years community to provide professional customer service to various stakeholders.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department working on-site 5 days a week.

Responsibilities:

• Coordinating the orientation of employees including the setup of office space and equipment
• Being the primary contact for Facilities Management and Housekeeping for reporting complaints and/or problems related to the Early Childhood Education building
• Ensuring office equipment (photocopiers, faxes, printers, folding machine, safe) is functional; ordering supplies as required
• Maintaining and distributing communications
• Responding to requests for information from other departments, faculty, students, and the public
• Responding to internal and external inquiries regarding academic programs, demonstration lab childcare centres, and the Professional Resource Centre
• Scheduling of meetings, coordinating briefing materials, agendas, and related material for distribution, taking meeting minutes, and archiving meeting information as required
• Preparing part-time contracts
• Updating the Onelist waitlist for demonstration lab childcare centres
• Registering children into programs; creating, accessing, and updating children records, for demonstration lab childcare centres
• Maintaining and updating handbooks
• Accessing information from the Student Information System (SIS)
• Co-ordinating and setting up student observations for all lab schools
• Providing support to the ECE Professional Resource Centre and the demonstration lab childcare centres related to finance and budgeting by maintaining an annual record of current expenses, monitoring expenditures of budgets and alerting of pending concerns
• Preparing and monitoring invoices and balances; submitting invoices to accounts payable
• Preparing journal entries, purchase and cheque requisitions as required
• Reviewing invoices and other documents to verify details, researching discrepancies/errors and resolving issues
• Supporting the capital equipment process by completing the appropriate documentation in a timely manner
• Gathering information for grant submissions and reconciliations
• Preparing and gathering materials for events such as, but not limited to College Fair, College Open House, ECE Conference, parent meetings and faculty/program meetings
• Updating Eventbrite registration system
• Creating and communicating marketing materials on appropriate platforms including updating website information
• Booking venues, equipment and resources required to support events

Qualifications:

• Two year Diploma in Office Administration – Executive, Business, or Social Sciences
• Minimum two years of experience providing administrative support to a variety of stakeholders and managers
• Knowledge and familiarity with college structure and experience in an educational environment is preferred
• Excellent interpersonal skills; well-developed verbal and writing skills to effectively communicate
• Strong analytical and problem-solving skills
• Effective organization and time management skills; ability to work under pressure, multi-task and prioritize
• Experience with Office 365, including Outlook, SharePoint, Word, Excel and PowerPoint

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