Administrative assistant
Algonquin College’s Finance and Administrative Services Department based in Ottawa, ON is inviting applications from suitable candidates for the position of Administrative assistant. Algonquin College’s Finance and Administrative Services Department is dedicated to enhancing the institution’s operational effectiveness. It provides comprehensive financial management, including budgeting, accounting, and financial reporting, alongside essential administrative functions like human resources and procurement. The department plays a vital role in fostering a conducive learning environment for students and staff. The candidates selected for the vacancy will be required to start the work as soon as possible.
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Job Description:
Employer Name: Algonquin College
Department: Finance and Administrative Services
Position: Administrative assistant
No of Vacancies: 2
Salary: $22.28 – $25.78 hourly
Employment Type: Part time
Location: Ottawa, ON, CA
Shift: 24 Hours/Week, Wednesday 8 Hours
Requisition ID: R169482
Requirements:
Languages: Candidates must have knowledge of the English Language
Education:Â Candidates should have completion of a minimum of a two year Office Administration Diploma
Experience: Candidates should have at least two years of experience in an administrative assistant position
Other Requirements:
- The candidates should have experience in recruitment coordination, including familiarity with organizing and supporting the hiring process, scheduling interviews, managing hiring committee logistics, and handling new hire documentation
- The candidates should have knowledge of HR policies, specifically an understanding of recruitment policies, confidentiality practices, and compliance with labor laws or organizational standards during the hiring process
- The candidates should have experience in managing interoffice communication, including mail, memos, and other forms of internal communication to ensure smooth distribution of information
- The candidates should have experience in meeting and event planning, including scheduling, planning, and executing meetings while managing invitations, room bookings, logistics, and material preparation
- The candidates should possess basic web management experience, including familiarity with updating departmental websites and using content management systems (CMS) such as WordPress or Drupal to ensure website accuracy
- The candidates should have experience in ensuring that web content (documents, forms, links) is properly formatted and easily accessible and experience in handling confidential documents, including managing sensitive or confidential documentation such as new hire forms, meeting minutes, and interoffice correspondence
- The candidates should have experience in archiving and filing, with skills in organizing and maintaining electronic or physical files for easy retrieval and secure storage and be proficient in managing calendars for individuals or departments, coordinating meetings, and scheduling appointments while handling conflicts and ensuring availability
- The candidates should be familiar with digital scheduling tools such as Microsoft Outlook, Google Calendar, or similar platforms for effective time management and strong experience in written and verbal communication, including drafting professional memos, emails, and reports, as well as coordinating between different departments to facilitate efficient workflows
- The candidates should have experience in interdepartmental coordination, specifically in liaising between different departments to ensure that administrative processes, such as recruitment or departmental meetings, are conducted smoothly
- The candidates should have experience in finance or administrative services, with familiarity in finance-related administrative tasks such as handling invoices, budget reports, or financial documentation considered valuable
Responsibilities:
- The candidates should be able to coordinate hiring committees, manage calendar invites, and prepare associated documentation to support a successful hiring process
- The candidates should be able to oversee the distribution and organization of incoming and outgoing mail and interoffice communications
- The candidates should be able to maintain and update departmental websites as directed by department managers, ensuring timely and accurate information is shared
- The candidates should be able to compose and distribute professional memos related to department policies, announcements, or procedural updates
- The candidates should be able to serve as the primary receptionist for the department, greeting visitors, answering phone calls, and directing inquiries to the appropriate staff
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!