Reporting to the Chair, School of Environmental & Civil Engineering Technology, the Academic Assistant provides the primary day-to-day reception, clerical support and secretarial functions for the School of Environmental & Civil Engineering Technology (SECET) and the school of Fire Protection Engineering Technology (SFPET) office at the Newnham Campus (FASET-NH). The incumbent provides support to Management and to Chairs, Program Coordinators, and faculty within the academic schools in SECET & FPET (NH). In addition, the incumbent is also back-up support for program secretaries for other FASET schools as required.

Responsibilities:

Reception

• Answers main college phone and directs calls accordingly.
• Checks messages each morning and posts cancellations.
• Provides information and direction to the general public and visitors who come to the office.
• Books virtual and in person meetings and coordinates all catering.
• Handles all mailroom pickups and deliveries including inter-office mail, and coordinates shipping and receiving for SECET & FPET.

General Front Desk Responsibilities

• Orders all stationery supplies and manages file cabinets.
• Maintains inventory and orders textbook and equipment through the bookstore.
• Operates and maintains office fax and copiers in the main office, ensuring machines are stocked with paper and toner.
• Requests service calls for machines and maintains a record of all service call activity.
• Provides support in the preparation of print requisitions for exams, assignments, marketing materials and handouts.

Secretarial Support

• Initiates and processes invoice requisitions, purchase requisitions and journal vouchers manually and electronically for the appropriate program areas and general office.
• Assists with coordinating and distributing student surveys.
• Arranges meetings by booking location, recruiting committee members where needed, collating and circulating documents, and taking minutes.
• Manages calendars for the Chairs and Academic Program Manager as required.
• Communicates with various departments within the College, including the Test Centre, the Faculty of Continuing Education, the Bookstore, Information Technology Services, Accounting, and Printing.
• Maintains and updates online information such as course and subject outlines, class cancellations, event registration, surveys and book orders.

Faculty and Program Support

• Creates Part Time Faculty and support staff contracts under the direction of the Chairs and Office Manager.
• Prepares for the hiring of new faculty and ensures appropriate documentation are on file.
• Assists in on-boarding of new faculty and employees, including distributing orientation packages on college policies and securing their keys, parking and phone.
• Prepares appropriate documents for payment of contract personnel, including sessional, part-time and special contracts for various programs.
• Maintains and inputs online attendance and vacation records for faculty and assists with SWFs (Standard Workload Formula).
• Schedule Program Advisory Committee meetings and records/create meeting minutes.

Exam Coordination

• Collects, prints, distributes and disposes of exams according to college policy.
• Submits exam schedule information for web posting.
• Maintains the exam sign in sheet.
• Organizes back up invigilator for exams and provides back up support to other schools.
• Manages exam conflicts.

Marketing Support

• Manages social media for the Faculty and schools as required (website updates, Twitter, Facebook, LinkedIn).
• Maintains the database for all SECET & SFPET Program Handouts and Presentations.
• Provides coordination support for all outreach events including Experience Seneca, Program Spotlights, Open Houses, and High School Outreach events.

Qualifications:

Education

• Minimum completed one (1) year certificate in Office Administration or in a related field. If int a related field, please state how it is relevant.

Experience

• Minimum two (2) years’ experience working in a similar position within a busy office environment is required.

Skills

• Strong oral and written communication skills, as well as advanced reading abilities.
• Advanced math skills.
• High proficiency in Microsoft Office software, including Word, Excel, PowerPoint and Teams.
• High proficiency in Webex, Zoom and Jabber.
• Ability to work a schedule that is at times flexible, as some events may require availability on evenings and weekends.