Administrative Assistant

Ontario Tech University Voir toutes les offres

  • Oshawa, ON
  • 62.905 $ par an
  • Permanent
  • Temps-plein
  • Il y a 3 jours
Administrative AssistantTracking Code: req1986Faculty/Department: Office of PresidentNumber of Positions: 1Appointment Type: Full-Time ContinuingHours of Work: 35 hours per weekSalary Range: Level 6 - Starting Salary, Step 1 $62,905Posting Date: April 2, 2026Closing Date: April 17, 2026 (7:00 pm EST)Job Summary:This Administrative Assistant reports to the Manager, Athletics Operations and is accountable for the planning, coordination, implementation and assessment of a broad range of administrative services that include the support of business operations, office administration, travel coordination, purchasing and receiving, attendance and concur reconciliation. The role will have a thorough understanding of the department's policies and procedures, and will work to streamline processes within Athletics.Responsibilities/accountabilities:Administrative Support
  • Answers all in-person, email and phone enquiries, directs clients to appropriate areas and provides detailed information
  • Orders and maintains inventory of office supplies and equipment.
  • Maintains Athletics databases, including input of programing statistics and athlete management portals
  • Meets with team Coaches to review trip schedules and longer term planning
  • Coordinates travels arrangements for varsity teams, including hotel reservations, travel directions, transportation
  • Schedules and assists with organizing meetings and events
  • Maintains electronic and hard copy filing systems
Financial Administration
  • Reconciles MasterCard, coordinates expense reimbursements and budget reconciliations
  • Prepares invoices for coding and approval
  • Creates Web Requisitions / Purchase Orders
  • Liaises with external contacts to resolve discrepancies or clarify procedures
Personnel Administration
  • Maintains daily attendance records for Athletics staff and submits monthly attendance submissions
  • Creates and processes new contract employees through Employee Personnel Action Form (EPAF)
  • Supports recruitment efforts through the coordination of hiring request documentation and organization of department interviews
  • Updates and activates new staff orientations and supports onboarding including coordination of IT assets, training modules and collection of contact information
Required Skills:
  • High degree of organizational skills; excellent written and verbal communication skills.
  • Strong interpersonal skills, well-developed tact and discretion
  • Advanced skills in computer programs such as Microsoft Word, Excel and PowerPoint and ability to learn new programs
Required Knowledge:
  • Working knowledge of office operations and financial administration
  • Knowledge of elite and recreational level sports and activities
  • Familiarity with the Ridgebacks community and OUA / USPORT sport governing bodies would be considered an asset
Required Education:
  • Completion of a formal Post-Secondary/college/University Program of two academic years
  • An equivalent combination of education and related experience may be considered
  • Verification of Academic credentials may be required
Required Experience:
  • Over 3 and including 5 years experience
  • Experience in office administration and financial reconciliation
  • Experience working in a post-secondary environment preferred
How to Apply:Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until April 17, 2026 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university's policies which may also be found on our website and which may be amended from time-to-time.Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university'sThe university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.Job Location: Oshawa, Ontario, CanadaExpected Start Date: 5/1/2026

Ontario Tech University