Administrative Assistant

Administrative Assistant - ITS - FT Admin Contract

Find Your Spot at Humber
At Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education.

Job Details:

Position Title: Administrative Assistant
Status: Full Time Administrative Contract
Hours: 37.5 hours per week
Faculty/Department: Information Technology Services
Campus/Location: North Campus
Minimum Starting Salary: $76,216

About the Administrative Assistant Role:

Under the general direction of the Director, ITS Enterprise Applications, the Administrative Assistant is responsible for providing confidential office and administrative support for the IT Enterprise Applications management team. A successful candidate will be highly organized, extremely detail-oriented, self-motivated, and able to handle confidential information, as well as demonstrate the ability to respond effectively to changing workloads and priorities. The Administrative Assistant must communicate well and manage multiple assignments and people simultaneously.

Other Responsibilities Will Include:

• Provide administrative support to the Enterprise Applications team, including managing calendars, scheduling meetings, planning events and organizing travel arrangements.
• Assist with the preparation of presentation materials and documentation.
• Manage communication and correspondence with internal teams and external vendors, ensuring timely and accurate information flow.
• Handle confidential information with discretion and in compliance with data privacy regulations.
• Assist with budget tracking and expense reports for IT projects and purchases.
• Support the team in managing project timelines and deliverables.
• Prepare and track department invoices.
• Book travel arrangements and submit and reconcile expense reports.
• Create and maintain dashboards and regularly scheduled reports.
• Produce and distribute correspondence memos, letters, and forms including taking accurate meeting notes, actions and agendas for regularly scheduled meetings.
• Research and create presentations.
• Develop and maintain a digital filing system.
• Reply to email, telephone, or face-to-face inquiries for the director and department.
• Ensure operation of equipment and software for team by tracking and following up on completion of preventive maintenance requirements; warranty expirations, calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Cover the onsite admin role for ITS when required.
• Develop and update administrative systems and processes.
• Procurement activities including adhering to Humber’s Procurement processes for external services/purchases.
• Liaising with external vendors.
• Contract management including the routing of contract documents between Legal, EA and the vendor.

About You:
You are passionate about working at Ontario's largest Polytechnic; you thrive on improving productivity and quality that contribute to team success! If this sounds like you, keep reading:

Education:

• A Bachelor’s Degree in Business Administration or equivalent professional experience.

Experience/Skills:
Minimum of 5 years’ experience providing Administrative Assistant support in a fast-paced environment.

• Exceptional proficiency in Office 365 (Word, Excel, Power Point, Teams, Planner – Power Apps would be a benefit).
• Ability to handle administrative details independently, while exercising good judgment in keeping team members adequately informed.
• High levels of integrity and discretion.
• Strong analytical skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to quickly learn the organizational structure and objectives of the team.
• Team orientated philosophy.
• Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines.
• Ability to communicate effectively with a variety of constituent groups such as senior management, peers, and outside contacts.

If this sounds like you, we'd love to hear from you! At Humber Polytechnic we don't just accept difference we celebrate it! Experience comes in many forms, skills are transferable, and a progressive mindset goes a long way at Humber. If your experience is close to what we're looking for, consider applying and tell us why you are a great candidate for this job.

What's in it for you?

• An opportunity to be a part of building Humber's future.
• Be part of a diverse, hard-working, and supportive team.
• Tools and technology that will allow you to succeed at your job.
• Amazing perks!

We thank you for your interest in working with Humber Polytechnic. Only applicants selected for an interview will be contacted.

Equity, Diversity, and Inclusion:
Humber Polytechnic is committed to a workforce that reflects the diversity of our students and our city. We actively seek Indigenous Peoples and individuals from equity-deserving groups with demonstrated skills and knowledge to deal with all aspects of equity, diversity and inclusion in a post-secondary environment.

Accommodation:
Humber Polytechnic is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our Talent Acquisition team will work with applicants requesting accommodations at any stage of the hiring process. This document is available in alternate formats upon request.

Anti-Discrimination Statement:
At Humber Polytechnic, all forms of discrimination and harassment are prohibited. All employees and applicants have the right to work in an environment that is free from discrimination and harassment.