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Administrative Support, Seneca Works

Seneca College of Applied Arts and Technology - Newnham, TAS

Administration & Secretarial
Source: uWorkin


Full Job Description
Posting Date (E):
April 16, 2021

Closing Date (E):
April 22, 2021

Pay Range:
Payband G - $29.88 - $34.63(start rate:$29.88)



Monday to Friday 9:00AM - 5:00PM

Contract Start Date (if applicable):Contract End Date:Position Summary:
The incumbent provides administrative support for the entire Seneca Works Department, specifically in the areas of departmental resources, operating and centralized processes, documents, forms and repositories.

The incumbent will serve as the first point of contact for students, staff, faculty, administration and general public contacting Seneca Works. They will provide up-to-date and accurate information, the appropriate service and, when necessary, refer clients according to their expressed needs. Administrative duties also include tracking inquiries received in walk ins, e-mail and phone. The incumbent is responsible for maintaining strong relationships with all internal and external contacts who interface with Seneca Works.

Administrative Support
Maintains an effective office management system (purchasing, printing, invoices, payroll, vacation records, staff contact lists and directories, etc.) and resource centre
Manages department email and primary phone, tracking and responding to incoming student, staff, admin and general public inquiries
Ensures smooth operation of the reception desk (virtual or in-person) and Seneca Works area, including all equipment (e.g., telephone, computers, and photocopier); follows up on repairs and orders
Liaises with various service departments, staff, students and academic areas to help with the facilitation of cross-department processes (scheduling inquiries, optional WIL processes, waiver processes, refund processes, etc.)
Books and prepares Seneca Works classroom and/or relevant technology for meetings
Records and transcribes minutes for Seneca Works Department meetings
Provides support to events and assists Program Support Officer as required (e.g., open house, career fairs, employer information sessions, etc.)
Processes Management
Oversees the efficient flow of centralized processes, including, but not limited to:
Application process for optional WIL
Various external communication to employers
Documents and forms (i.e., over sees deployment of departmental forms for students, employers and monitors until completion and storage)
Repository management
Manages WIL program information spreadsheets on an ongoing basis to ensure information is accurate up to date
Supports Technical and Systems Support regarding data management, SOPs and reporting as requested by Operations Manager and/or Career-Ready Programming Manager
Student Coordination and Seneca Works Support
Assesses the staffing needs to ensure support for office duties and special events in consultation with the managers, Career Strategists and WIL Co-ordinators
Organizes and supports a variety of activities related to the hiring, scheduling and training of student staff
Provides feedback and conducts performance appraisals for student employees in collaboration with the managers
Updates and maintains schedules, job descriptions, training manuals and other related materials
Under the guidance of Manager, Career-Ready Programing, ensures student recruitment adheres to the available budget and liaises with Financial Aid Office to coordinate Work Study documentation; reconciles the summaries received from Financial Aid Office
Completes and submits contracts, work study forms and time sheets as required
Schedules resume critique times in collaboration with the Seneca Works team
Oversees the staffing, resource management and displays in the Seneca Interview Clothing Boutique, working in collaboration with the Special Projects Co-ordinator to arrange for communication and cross-college messaging each semester as needed
For both services, the incumbent must anticipate peak times (i.e. before a job fair and interview days) and schedule increased staffing assistance from the Seneca Works team
Other duties as assigned

Minimum two (2) year diploma in Office Administration, Human Resources or Business. If education in related field of study, please state how it is related.
Minimum of two (2) years providing computerized office support and/or reception/clerical support, preferably in an employment services and/or educational environment.
Experience working in a post-secondary Career Services/WIL department or Career Agency an asset.
Exceptional customer service and communication skills to interact effectively with multi-cultural/racial/able students, staff, and external partners
High attention to detail and the ability to work under pressure
Organizational and problem-solving skills
Able to multitask, prioritize, and manage competing deadlines
Experience working with a web-based college wide WIL and Career management database system such as Orbis or Experience is an asset.
Understanding of Seneca programs, WIL programs and career pathways is considered an asset
Advanced knowledge of software applications (Office 365 - SharePoint, OneDrive, MS Teams, word processing, spreadsheets, databases)

Note: A skills assessment test will be administered during the recruitment process.

Seneca is committed to diversity and encourages applications from qualified candidates, especially Indigenous persons, members of sexual minority groups, visible minorities, women, and persons with disabilities. View Seneca's Diversity Policy.
Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.
We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.
Job Category Academic Learning Services
Location Newnham Campus
ID 1848