Administrative Assistant, Strategic Planning and Institutional Effectiveness

About Loyalist

Loyalist College is built upon the lands governed by the Dish with One Spoon wampum agreement. We affirm and thank the Haudenosaunee, Anishinaabeg and Huron-Wendat nations for their continued caretaking of the land. At Loyalist, we empower our students with wraparound support services and hands-on training to succeed on any path they choose. Our academic programs are responsive and innovative, designed to solve pressing social and economic challenges and meet the evolving needs of our regional industry and community partners. Our graduates enter the workforce equipped with the knowledge they need to be better global citizens, and with future-focused skills to lead change in their fields. With a presence in Belleville, Bancroft, Port Hope, Tyendinaga and Toronto, we believe our institutional responsibility extends beyond the classroom to seeing the big picture for the communities we serve. Our expertise in applied research and deep connections to local industry support economic development, to the benefit of businesses, entrepreneurs, changemakers and innovators. Our commitment to decolonization, and the pursuit of a more inclusive, equitable world, means we hold ourselves accountable to the diverse perspectives, cultures and experiences that shape our communities.

Position Summary

Reporting to the Senior Vice President, Strategic Planning and Institutional Effectiveness (SVP) the Administrative Assistant provides high-level administrative support to the SVP, ensuring the efficient operation of the office and supporting the overall activities within their portfolio which includes Marketing and Communications, Recruitment and Enrolment, Policy and Governance and Institutional Research. The role involves handling sensitive and confidential information, coordinating schedules, meetings, and calendars, managing routine communications and correspondence, and a range of administrative duties.

The ideal candidate will possess exceptional organizational and communication skills, with the ability to prioritize tasks and manage multiple projects simultaneously in a dynamic operating environment. They will be proactive, detail-oriented, and able to work independently while maintaining a high level of professionalism. The Administrative Assistant will play a critical role in supporting the SVP’s goals and initiatives, contributing to the college's strategic objectives, and ensuring seamless coordination across various departments.

Duties and Responsibilities

Administrative Support

• Manages and maintains the SVP’s calendar, including scheduling appointments, meetings, and travel/conference attendance arrangements.
• Prepares and edits correspondence, reports, presentations, and other documents as needed.
• Handles incoming and outgoing communications, including telephone, email, and mail, ensuring timely responses and appropriate follow-up.
• Organizes and maintains files, records, and documentation, ensuring standardized systems and relevant document management and retention policies are adhered to.
• Supports the onboarding of new employees.
• Liaises with guests and visitors, communicating campus-specific directions and arranging for parking passes and/or other supports in advance.
• Serves as the first point of contact for the office of the SVP and provides general guidance and support.
• Undertakes data collection, research, and basic analysis as required for SVP special projects.
• Provides administrative support to directors/managers within the portfolio as needed.
Provides back-up support for departmental reception and/or other executive administrative assistants as needed.

• Coordinates and arranges meetings and events such as departmental Town Halls, including communications, logistics, agendas, minutes, and additional supports such as IT, catering, etc.
• Assists with the preparation of materials and presentations for meetings and events.
• Attends meetings as requested, recording minutes, taking notes, and ensuring follow-up on action items.
Attends and provides support at departmental events such as open houses, speaker events, etc.

• Tracks and monitors Office of the SVP budget expenditures, coding expenses, arranging for payment, and ensuring that all deadlines and relevant policies and procedures are adhered to.
• Reconciles and codes corporate credit card charges.
• Serves as a resource to the portfolio’s directors and managers on relevant college policies and procedures and works to ensure adherence.
• Maintains attendance/absence records and oversees reporting to HR.
• Monitors and manages office supplies, equipment, and resources

Qualifications

• Two (2) year Diploma in Business Administration or Office Administration
• Five (5) years related administrative experience
• Previous experience as an assistant to an executive in a busy environment with competing priorities
• Experience working in post-secondary or public sector considered an asset
• Excellent written and oral communication skills; problem solving skills
• Excellent computer skills – Microsoft Office Suite (Word, Excel and Power Point); MS Outlook and the ability to identify ways in which technology can be deployed to improve efficiency
• Ability to handle diverse and competing priorities; function under stress; problem solve with tact and diplomacy
• Good listening skills and good judgement
• Ability to work independently, and possess initiative to meet multiple deadlines with minimal supervision
• Must respect confidentiality
• Comfortable completing monthly financial reconciliations of office accounts
• Must be a team player and able to relate to all levels of staff and faculty

Please note:

Following an offer of employment, candidates with Canadian credentials will be required to provide official transcripts from the granting educational institution(s); candidates with international credentials must provide World Education Services (WES) www.wes.org/ca evaluation (at their own cost) confirming Canadian equivalency of their credentials.

Loyalist is committed to promoting a diverse and inclusive college community. We encourage and welcome applications from marginalized and equity seeking groups. Loyalist College is committed to accommodating applicants with disabilities throughout the hiring process. If you have accommodation needs, please inform us as soon as possible by sending an email to humanresources@loyalistcollege.com.

We thank all applicants, however, only those selected for an interview will be contacted.

Benefits for full-time Administrative employees include:

• A comprehensive Extended Health & Dental Plan (covering 90% of eligible paramedical services up to a combined maximum of $4,750 in any calendar year): College Employer Council website with Benefit Booklet
• A defined benefit pension plan with CAAT pension where you will enjoy the certainty of predictable and secure lifetime pension payments: CAAT pension website
• Life and accident insurance
• Out-of-country travel insurance
• Pregnancy and parental leave, including a top-up to Employment Insurance benefits
• A tuition sponsorship plan and professional development opportunities

• 22 days of paid vacation after their first year on the job, increasing 1 day per year to 30 days
• December closure period with pay
• Employee Family Assistance Plan - provides timely short-term counselling and consultation assistance to employees and their immediate family
• Fitness Centre Membership - exclusive facilities for use by Staff and Students at the Belleville location free of charge
• An Inclusive and Accessible Workplace