Administrative Assistant - Limited Term

Job Summary: Reporting to the Director, Planning and Operations, the Administrative Assistant provides administrative support to the Dean’s Office and Engineering Outreach within the Faculty of Engineering and Applied Science. Nature of work: The incumbent will be working primary in the North Campus of Ontario Tech University and may have occasional responsibilities at on-site partner locations supporting Engineering Outreach. The Administrative Assistant will support day-to-day administrative support operations for the Faculty of Engineering and Applied Science. Responsibilities/accountabilities: Serve as the first point of contact for students, faculty, staff, industry, community and other stakeholder inquiries to the Engineering Outreach Office (EOO), providing information about relevant programs and services offered by the EOO, events, policies and procedures and other inquiries as required. Perform administrative duties such as expense reconciliation, billing request forms, record keeping, report generation, e-mail monitoring, and other duties as assigned. Provide direct administrative assistance to the Engineering Outreach Manager, including scheduling of appointments, scheduling all departmental meetings and taking minutes; supporting the Manager in all day-to-day activities, communication, email, phone etc. Support the Engineering Outreach Manager and Engineering Outreach Coordinators in event planning and execution on all related workshops and sessions, recruitment events, open houses and other Faculty events in the promotion of the Engineering Outreach programs. Coordinate departmental travel arrangements including accommodation arrangements and preparation of itineraries. Supports administration of all required staffing contracts, including drafting of posting positions, posting job ads on targeted job sites, and supporting all recruitment efforts to secure all engineering outreach positions. Coordinate with the Dean’s Office in content posting on social media platforms and Faculty website. Facilitate submission of all progress reports with the Dean’s Office, external funding partners and other stakeholders to ensure timelines and outcomes are achieved. Oversee all general office and workshop supplies and equipment, including inventorying and ensuring all stock levels are maintained. Support tracking of staff attendance records.