Administrative Assistant

Job title: Administrative Assistant

Job description: Description: NOC Code: 01

Province: ON

Temporary, full-time position (from September 2022 to September 2024) – Guelph, ON

This is an exciting opportunity for a high-performing, self-motivated administrative professional to support the dynamic Office of Diversity and Human Rights (DHR) team at the University of Guelph, by delivering a high level of service while supporting the University’s commitment to the vital work of building equitable and inclusive learning, working, and living environments.

As this multi-functioning Administrative Assistant, you will be the first point of contact in the Office and play a key role in creating a positive impression of the DHR team and the critical community-building the Office spearheads while ensuring the effective running of the office. In many ways, you will become the face of the Associate Vice President – Diversity and Human Rights (AVP) and the DHR Office, greeting and setting a welcoming tone for the fast-paced, professional working environment. Not only will you need to be extremely proactive, but also have a professional and empathic demeanour in all interactions, confidently determining when to refer matters to others, and to whom, and following up to ensure that all matters have been addressed and no further action is required.

Quality customer service will be a primary focus, as you will be providing service to members of senior leadership, fellow employees, faculty members, students, alumni, donors, the media, and community members and partners. Developing a wide body of institutional and EDI knowledge and a broad network is imperative to successfully address questions and concerns.

Reporting to the AVP – Diversity and Human Rights, and demonstrating exceptional organizational and time management skills, you will provide confidential administrative support to the DHR team, and support office needs by managing day-to-day activities. You understand how to accomplish support functions to completion with a high level of resourcefulness, accuracy and independence, and are prepared to process financial transactions, monitor and organize the AVP’s email and schedule, monitor, organize, and respond to the DHR general inbox, complete general forms to assist with efficiencies, log data and perform record-keeping. Your varied support functions will also include collecting information for annual events, polling schedules for calendaring, coordinating rooms/hospitality/travel arrangements, drafting correspondence, assisting with coordinating events and special projects, ordering supplies, ensuring maintenance is completed (IT, Physical Resources, other service providers), and managing petty cash and office expenses.

This position has a combination of routine and responsive roles and responsibilities, which means that daily activities and priorities can change due to the shifting priorities of the DHR office. As a result, you must be able function with minimum supervision, exercise discretion, and work ahead of schedule to help with urgency while still achieving deadlines for routine work.

REQUIREMENTS

To be successful in the role of Administrative Assistant, you must be a creative thinker and problem-solver, both a team player and a leader, with a profile that includes:

Ÿ A two (2)-year college diploma in Office Administration or a related field, along with two (2) to three (3) years’ related experience, or an equivalent combination of education and experience.

Ÿ Experience providing support to more than one supervisor.

Ÿ Superior organization skills and the ability to handle a full desk with ease and thrive in a busy environment.

Ÿ Strong interpersonal skills, sound judgment, and ability to balance both strategic and tactical actions.

Ÿ Experience planning meetings and coordinating travel.

Ÿ Great attentional to detail and the maturity to handle confidential information.

Ÿ Strong knowledge of Windows desktop computer applications: Outlook, Word, Excel, PowerPoint.

Ÿ Administration professional degree, preferred.

Ÿ Exceptional oral and written communication skills as well as good listening skills.

Ÿ Demonstrated team-work skills and supervisory abilities.

Ÿ Demonstrated attention to accuracy.

Ÿ Creative thinking and problem-solving skills.

The University of Guelph (www.uoguelph.ca) is one of Canada’s leading research-intensive comprehensive institutions, with a record of outstanding scholarship in the arts, humanities, social sciences, life sciences, physical and engineering sciences, agriculture and veterinary sciences. This is your chance to join us in our endeavour to improve life.

To view a detailed posting for the role of Administrative Assistant, please go to our website at www.uoguelph.ca/hr/careers. Applications, quoting Hiring #2022-0587, must be sent to: careers@uoguelph.ca.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Job Posting Start Date: 2022-08-24

Click Here to Apply

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