Job Description
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.DUTIES AND RESPONSIBILITIES:The Executive Assistant supports the Associate Vice President, Innovation and Research (AVP) in their role and execution of their goals and objectives. Under direction from the AVP, the Executive Assistant provides sensitive and confidential administrative and secretarial support to the AVP, requiring thorough knowledge of two departments: the Office of Research Services, Innovation and Entrepreneurship and Corporate Training Services. The incumbent possesses extensive knowledge of procedures and operational details; maintains a network of contacts on campus to assist in obtaining information or seeking services; composes and prepares correspondence using a high level of judgment and discretion in content and style; performs complex and highly responsible office support work requiring independence, initiative, and discretion; interprets policies and administrative procedures; performs a variety of coordination and research functions; and performs related duties as assigned. The incumbent has strong attention to detail; exceptional organizational and interpersonal skills; the ability to be flexible and balance competing priorities; and the ability to handle confidential and sensitive issues exercising good judgement in decision making.Administrative support to the AVP, Innovation and ResearchProvide confidential administrative support to the AVP in performing duties of an advanced, complex, and sensitive nature.Draft and prepare memoranda, correspondence, reports, presentation materials, forms, and other documents ranging from routine to complex; proofread and check materials for accuracy, completeness, and compliance with College standards, policies, and procedures.Prepare and track confidential employee documents.Prepare final draft of reports or correspondence ensuring consistent format, correct grammar, structure of ideas and clarity of writing.Assist with the recruitment process for positions reporting to the AVP.Scheduling and calendar managementCoordinate the AVP calendar and appointments, rescheduling meetings as necessary to make room for urgent needs.Liaise with team members to review request for meetings with external partners, both on- and off-campus.Book travel arrangements in accordance with College policies.Manage college-wide reservations for the CIR event space, including the development and enforcement of criteria for reservations.Meeting/committee supportPrepare agendas and record meeting notes for a variety of teams and working groups,Prepares review, proofread, and edit agendas for technical advisory committee meetings; maintain files for agenda materials; provide information to AVP on pending committee matters; act as liaison on behalf of AVP with committee members as assigned.Coordinate external meeting guests and related audiovisual requirements, including creation and distribution of agendas, parking instructions, and campus map.Maintain committee and meeting documents and update information in the appropriate systems.Office administrationServe as primary liaison with Facilities dept for maintenance and capital improvements.Receive and screen visitors, providing information, and handling issues that may require sensitivity and the use of sound independent judgmentConduct research, respond to requests for information and complaints; refer the request or complaint to appropriate staff and/or take or recommend action to resolve the issue. * Review, determine the priority, and route incoming correspondence and reports.Miscellaneous dutiesConduct special studies and recommend organizational, procedural, or other changes to achieve greater productivity.Provide direction and training to new employees on College and departmental practices, policies, and procedures.Recommend departmental procedures in assigned areas of responsibility; confer with management to develop effective and efficient methods for accomplishing objectives. * Collaborate with fellow EAs on process improvement, workflow, manuals and back-up one another as needed.QUALIFICATIONS: * A minimum of a 3-year diploma/degree in Business Administration or Office Administration5 years previous experience supporting a senior executive, showcasing exceptional interpersonal and communication skills, results oriented thinking, ability to manage heavy workload, ability to multi-task, professional and respectful demeanor, decision making skills, attention to detail, proven ability to effectively prioritize work flow, strong MS Office skills, knowledge of corporate policies and procedures.High proficiency in Microsoft Word, Excel, PowerPoint and OutlookHigh degree of human relations, written and oral communication and problem-solving.Effective time management skills.Demonstrated use of discretion and understanding of confidentiality and trust.Must have clear and professional communication skills both written and verbalDemonstrated commitment to equity, diversity and inclusion in all matters related to students, staffing and programming.Required SkillsBand 9: $76,029 - $95,038Required ExperiencePlease apply below by submitting your cover letter and resume to the online portal. Job Competition closes on Aug 2, 2024. Competition number AD24-26.Band 9: $76,029 - $95,038Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on Aug 2, 2024. Competition number AD24-26.Durham College
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