Administrative Assistant, Finance & Digital Education Strategies

Ryerson University

Company :  Ryerson University
Location :  Toronto, ON, Canada
Job Type :  Full-time
Job Status :  Permanent
G. Raymond Chang School of Continuing Education The G. Raymond Chang School of Continuing Education at Ryerson University is Canada’s foremost provider of university-based adult education, facilitating access to the University’s renowned, professionally relevant courses and programs. Since 1975, we have been delivering leading-edge workplace knowledge that empowers learners to reach their personal and professional goals. We have approximately 70,000 annual enrollments (in 1,500 courses, seminars, and workshops) in Arts; Business; Communication and Design; Community Services; Engineering, Architecture, and Science; Gateway for International Professionals; Programs for 50+; and Spanning the Gaps – Access to Post-Secondary Education. We also offer 88 career-related certificate programs and numerous course series, with 23 certificate programs that can be completed entirely at a distance. Our flexible, accessible programming is available on campus, via distance education, and off-site for employee groups at leading organizations.

THE OPPORTUNITY: As the Administrative Assistant, you will provide support and assistance to the Executive Director, Financial Planning and Strategy and the Program Director, Digital Education Strategies (DES). In the provision of administrative functions to The G. Raymond Chang School, you will provide assistance in the areas of financial administration, human resources, digital education strategies and customer service in order to ensure the delivery of high quality and relevant education in all program and service areas.

  • Provides financial administration support, creates processes and tracking mechanisms for contracts with 3rd party external organizations and assesses general requests and issues sent to the office to determine appropriate action
  • Coordinates, administers and ensures the legal and procedural requirements for non-union casual Chang School staff and ensures the position requisition procedural requirements for full-time, part-time and long term contract Chang School staff.
  • Tracks all contract staff appointments; communicates with Managers when contracts are nearing completion; ensures all paperwork is completed to extend contracts
  • Coordinates, administers and organizes the Offices of the Executive Director, Financial Planning and Strategy and the Program Director, DES, as required
  • Assists the Executive Director, Financial Planning and Strategy, the Program Director, DES, managers and staff with special projects as assigned, by conducting research, investigating and analyzing information, and making appropriate recommendations
  • Assists the Manager of Administration in coordination of events, meetings and activities that arise on an ad hoc basis
  • Provides administrative back-up support to the Manager of Administration and the Administrative Assistants on an as needed basis
  • Performs other related duties as assigned
  • Successful completion of a relevant post-secondary program, with three to five (3-5) years of relevant administrative working experience dealing with financial administration, business operations, and human resource functions. An equivalent combination of education and experience may be considered.
  • Demonstrated ability to provide financial administration support which includes cash/cheque deposits, expense reimbursements, petty cash replenishment, external contract record retention, department supplies replenishment, electronic filing of supplier invoices, following up on vendor payments and requisitions, and the creation of purchase requisitions.
  • Experience using a variety of software packages (word processing, spreadsheets, presentations, adobe acrobat, databases and project management)
  • Sound knowledge of financial administrative policies and procedures
  • Familiarity with Human Resources policies and procedures to administer all contract positions
  • Proven communication skills to ensure HR and Financial processes are in sync
  • Excellent analytical, problem solving, research and report writing skills are required when researching and investigating issues and providing analysis to the Directors
  • Excellent interpersonal skills, diplomacy, sensitivity and demonstrated professionalism are required on behalf of the Director as the primary contact with senior management and other external community and business leaders.
  • Strong time management and organizational skills are necessary due to fast-paced work environment.
  • Proven experience in managing reception, greeting and directing individuals, managing a significant volume of calls and inquiries, maintaining personal discretion in ascertaining priority and facilitating resolution of potentially disruptive situations.
  • Well-developed organizational skills to coordinate miscellaneous events, meetings and activities and mange logistic and food arrangements
  • Excellent oral and written communication skills including meticulous copy editing and proofreading skills, are required when creating and formatting correspondence and reports
  • Demonstrated ability to work independently and as an effective team-member; strong time management skills; ability to multi-task and flexibility are required to effectively prioritize and ensure completion of assigned work.
  • Candidates must have a demonstrated record of dependability/reliability and a commitment to maintain confidentiality.
  • Candidates may be asked to demonstrate qualifications through occupational testing
  • Please contact Mithra Raveendran, Human Resources Advisor for more information or to request the full job description.
  • Applications can only be accepted online via our website with a cover letter and resume (as one PDF). *LI-JC1

The university will be closed for the holidays from December 23-January 7, 2018 . During that time, applications will be received but not reviewed until the week of January 8 .

Ryerson University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority.
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