Administrative Assistant to the Registrar - Centennial College - Toronto, ON

Student and Community Engagement
(This position is initially open to full time, bargaining unit employees of the college)

The Administrative Assistant to the Registrar provides professional and comprehensive services for the Registrar and Enrolment Services. The incumbent provides a range of administrative supports to the Registrar, and supports Enrolment Services activities and events as required. The incumbent also provides support to the Manager, Operations and Finance and Enrolment Services Managers. The incumbent is accountable for service excellence in all day-to-day operations of the Registrar’s office.

Responsibilities

• Acts as the first point of contact for the Registrar’s office, answering enquiries, recording and directing general inquiries in person or by phone, or advising students and others concerning procedures
• Provides comprehensive and quality administrative support to underpin the various roles and functions of the Registrar, and when required, service to the Division’ Management Team, including support for corporate wide activities, projects and travel arrangements
• Uses effective administrative procedures to ensure the efficient operation of the Registrar’s office administrative functions
• Prepares a variety of communication documents such as letters, memos, reports and communiqués to internal and external stakeholders based on written briefings, or verbal instructions from the Registrar
• Reviews and assesses incoming mail, notifying the Registrar about any material requiring his/her attention/action. Logs, tracks and ensures that all correspondence is assigned to appropriate staff and that responses meet required deadlines
• Uses tact and discretion when dealing with a variety of corporate clients, staff at various levels, union officers, students and government officials, and forwards inquiries to the Registrar or to appropriate college staff for action
• Maintains an electronic and print-based filing system for the Registrar’s office
• Coordinates all travel arrangements for the Registrar and his/her participation at various conferences/workshop/Professional Development events country-wide
• Prepares the Registrar’ monthly VISA statement by collecting necessary invoices, calculates charges to appropriate budget account numbers for the department and sends approved documents to Finance
• Responds to requests for meetings or appointments with the Registrar, ascertain the purpose or nature of the request, and arranges appointments electronically. Orders appropriate catering or equipment needs and makes room-booking arrangements. Keeps the appointment schedules current
• Provides administrative support to Enrolment Service Committees, groups and meetings as required, including : preparation of attendance lists, agendas: liaises between committees and the Registrar, produces , gathers and distributes relevant documentations, assists the Registrar on following up on action items, produces meeting minutes
• Tracks departmental attendance by recording sick leave, vacation, and leave requests under the College’s Banner system, and acts a liaison with Human Resources to discuss problems and issues related to attendance records
• Prepares employment contracts, and provides administrative support for new employee set up such as requesting a computer, a phone, lotus notes Id, and completing the necessary on-boarding forms for IT and Security

Qualifications

• 2-year College diploma in office or business administration (ideally an executive program) or an equivalent combination of education and experience.
• Minimum three years of work experience in an administrative assistant role, ideally for a senior/executive administrator.
• Intermediate level proficiency with Microsoft Word, Excel, and PowerPoint to deliver quality and professional products.
• Ability and experience with professionally managing meetings: from organization and agenda development through to capturing accurate minutes from sensitive and confidential conversations.
• Demonstrated experience of front line customer service and knowledge and commitment to high standards of service and appreciation of good customer care practices, with an ability to respond in crisis to deescalate situations.
• Ability to work independently and effectively, with minimal guidance, both on their own and as part of a team.
• Ability to work well, with speed and accuracy, under pressure in a fast-paced environment and with little direction.
• Superior written and verbal communication skills.
• Ability to develop and maintain effective working and team relationships.
• Demonstrated tact, diplomacy, and ability to maintain high levels of confidentiality.
• Demonstrated customer-service skills; service-oriented.
• Multi-tasking requirements within the position; ability to deal with a high volume of work and conflicting demands with minimal guidance, while still delivering results on schedule.
• Experience, knowledge and understanding of working effectively in a diverse environment.