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CCA Administrative Assistant

Date: March, 2016
Reports to (Job Title): Director, Career Action
Jobs Reporting (Job Titles): None
Department: Cooperative Education & Career Action

Location:

Main Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

The Administrative Assistant provides administrative support to the Director, Career Action.  The Administrative Assistant also assists other CECA Administrative Assistants by providing back-up capacity and coverage as needed.

Key Accountabilities:

1.  Provide administrative support for Director, Career Action

2.  Provide back-up support to other CECA Administrative Assistants.



3.  Provide support (e.g., TA assignment, grade submission) for Co-op Fundamentals for Engineering.



4.  Coordinate the production of Career Action term brochure, printed materials, for students by

Position Requirements

Education:

Experience:

Technical:

MS Word Excel PowerPoint Other
Advanced Advanced Advanced

The Administrative Assistant will create presentations using the latest features of PowerPoint as well as track, edit and produce reports in Excel

 

The position will work on Jobmine and Quest to collect data and information.

Nature and Scope

Interpersonal Skills:

The Administrative Assistant will be required to deal with a range of internal and external stakeholders, so will need to be effective in communicating (verbally and in writing) face-to-face, over the phone and by e-mail in a courteous, professional and helpful manner.  The Administrative Assistant will need the ability to influence others (e.g. staff and colleagues) to follow guidelines and policies, and to submit items in a timely fashion.  The Administrative Assistant will need to exercise professionalism and discretion when dealing with confidential materials (e.g. student evaluations of career advisors). 

Level of Responsibility:

The Administrative Assistant has defined specialized and routine tasks and receives specific guidance on special projects, research or report requested.  Typical problem-solving may include how to follow up on a lack of response to a query or request (e.g. staff, faculty), where the Administrative Assistant would work to resolve this level of problem independently before escalating it to their manager.  The Administrative Assistant will have responsibility for tracking the entire CCA unit's budget, and for approving minor expenditures (e.g. petty cash, credit card transactions) to a pre-established budget. 


Internal

The Administrative Assistant would interface with other admin staff in CECA and all staff in CCA to exchange and provide simple information, and to obtain, clarify and discuss information.  The Administrative Assistant would obtain, clarify and discuss information with Financial Services (e.g. budget queries and instructions), Engineering faculty, staff and teaching assistants (co-op prep course), and Creative Services (for final production of main CCA marketing document -- term brochure). 

External

The Administrative Assistant would deal with flight, hotel, conference organizers etc. (e.g., when registering/booking travel for the Director).

Decision-Making Authority:

The Administrative Assistant would make decisions with some guidance from the Director regarding sharing information, (i.e. confidential or politically sensitive versus what may be shared), the Director’s schedule (i.e. appointment setting and re-scheduling), and the best way to carry out administrative tasks.

Physical and Sensory Demands:

This role required exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury. 

Working Environment:

This role involves minimal physical and psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions.  These may include irregular and/or high volumes beyond one's control (e.g., deadlines associated with grade submission for co-op courses), and multiple and/or tight deadlines beyond one's control (preparation of handouts for TA training or other talks and workshops).