Administrative Assistant

Job Summary

The Administrative Assistant is responsible to be the principle point of contact for the organization for phone calls and visitors. They are also responsible to provide support to various managers within the organization.

Duties and Responsibilities

• Answer telephone enquiries and relay telephone calls when working in office
• Greet visitors, ascertain nature of business and direct appropriately
• Process the Point of Sale system and prepare weekly bank deposits
• Order office supplies and maintain inventory
• Create purchase orders for books
• Order student and instructors books
• Invoice students books
• Responsible for the shipping and receiving
• Receive payments and issues receipts for student transactions
• Record and prepare minutes of meetings
• Arrange travel schedules and make reservations
• Act as back-up for the Registrar, Financial Accounts Administrator, Financial Aid Officer, and Admissions when directed
• May compile data, statistics and other information to support research activities
• Enter lead information into GOLDMINE when required
• Receive walk-in leads
• Schedule appointments
• Follow-up for appointments
• Photocopy and collate documents for distribution, mailing and database systems
• Send and receive messages using facsimile machine
• Maintain filing systems and controlling confidential materials and documents
• Help with keeping Goldmine records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields
• Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance
• Respond to head office enquiries
• Register complaints and arrange appropriate meetings to resolve issues
• Prepare orientation packages
• Assist with orientation
• Plan, prepare, and carry-out graduation ceremonies
• Create and maintain current, incomplete, and graduated student transcripts
• Provide attendance sheets for instructors on a weekly basis
• Verify action plans are submitted based on student absences
• Advise program coordinators when student hours are missing
• Assist the instructors with Appendix H’s to ensure compliance with the ministry
• Enter student placement hours on AGAR
• Review AGAR and inform proper personnel of any issues or discrepancies
• Close the Academic files for incomplete and graduated students
• Assist with exit evaluations
• Input course evaluations
• Other duties as assigned

Qualifications

EDUCATION

College Diploma in Office Administration, or related field is preferred.

EXPERIENCE

The successful candidate should have previous experience within an office environment working as an assistant or receptionist.

KNOWLEDGE

• Familiar with Career Colleges

• Ontario Career Colleges Act

• Accessibility of Ontarians Disability Act – Customer Service Standard

SKILLS

• Google Suite (Docs, Calendar, Gmail, Sheets, Etc.)

• Proficient with technology & computers

ABILITIES

• Bilingualism – English and French is considered an asset but is not required

• Typing speed of 40 WPM with a minimum of 92 percent accuracy

• Conduct yourself professionally at all times

• Communicate with internal staff

WORKING CONDITIONS

• Position location: Sudbury, Ontario

• Work environment: Office position

• Hours of work: 40 hours per week

• Schedule of work is typically 8:00 – 4:30pm

COMPENSATION

The successful candidate can expect a starting range between $19.00 – $22.00 per hour and will be eligible for extended medical benefits and bi-weekly wellness days upon successful completion of their probationary period.

APPLICATION PROCESS

Please submit your cover letter and resume to [email protected] and identify the position and location that you are applying for in the subject line.

CTS Canadian Career College and Modern College of Hairstyling and Esthetics is an equal opportunity employer.