Administrative Assistant - Limited Term at ontariotechu

Oshawa, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

19 Jul, 26

Salary

58055.0

Posted On

20 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Calendar management, Email management, Travel coordination, Expense reconciliation, Project coordination, Asana, Website content management, Document management, MS Word, MS PowerPoint, MS Excel, MS Outlook, Data reporting, Communication skills, Organizational skills

Industry

Higher Education

Description

Administrative Assistant - Limited Term Tracking Code: req2010 Faculty/Department: Office of VP, Administration Number of Positions: 1 Appointment Type: Limited Term 1 year Hours of Work: 35 hours per week Salary Range: Level 5 - Starting Salary, Step 1 $58,055 Posting Date: April 20, 2026 Closing Date: April 24, 2026 (7:00 pm EST) Job Summary: This position reports to the Director, Ancillary Services in the Office of Ancillary Services, and provides support for activities across all units within the Ancillary Services portfolio. Duties and Responsibilities: Administrative Support to Ancillary Services Provide administrative support to Ancillary Services Director Monitor and manage the Director’s email and calendar, exercising sound judgment to triage, prioritize, and respond to communications as appropriate Ensures urgent matters are escalated promptly, schedules are optimized, and all correspondence is handled with a high degree of professionalism and strict confidentiality First point of contact for guests, staff, and visitors Responsible for coordination of departmental travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries Edit correspondence, reports, and other correspondence Assist in setting agendas for meetings; preparing materials for meetings, briefing notes, reports, refreshments, equipment, etc., takes and distributes minutes, and follows up on action items Order and maintain an inventory of office supplies Sort and deliver incoming mail Process, code, and reconcile expenditures/invoices on specific accounts. Monitor ongoing expenditures and the status of budgets Prepare expense accounts for Director / Managers and reconcile monthly purchasing card statements Prepare cheque requisitions, billing requests, and purchase orders Creating/updating various manuals, rate sheets, and booklets, able to create and develop presentations and spreadsheets Manage and coordinate projects and tasks within Asana for the Ancillary team Track payments and monitor expiry dates for lease and vending agreements Organize commission reports for all vending agreements Prepare and report monthly campus store KPI data to support performance tracking Manage and update the Business Continuity Plan (BCP), and onboarding lists for all new employees, on an ad hoc basis Works collaboratively and coordinates administrative work with other administrative team members in Finance Manages and maintains the department’s cloud-based filing systems, ensuring documents are accurately organized, up to date, and easily accessible; Establishes and enforces consistent naming conventions and filing protocols to support efficiency, version control, and information security Website Support: Responsible for updating and ensuring all forms and content on the Ancillary Services Website Provides suggestions for website content and changes within the site Updates website information within the Content Management System including testing and replacing broken links, developing, and submitting new pages, updating information to correspond with the Ontario Tech branding and research sites for new website pictures Document Management: Assists with Record and Document Management function for Director, Ancillary Services, maintains and coordinates retention of documents Other Administrative Support: Report all vacation/sick days for all members of the Ancillary team and maintain team calendar Work with staff members to arrange access to various locations and platforms, i.e., Concur Profile, key requests, access cards, etc. Assist with the recruitment of staff by creating the job requisition request, organizing candidate files, communicating with candidates, scheduling interviews, organizing interview committees for reviews, and coordinating the process with Human Resources Other duties as assigned Required Skills: Advanced computer skills with solid working knowledge of MS Word, MS PowerPoint, MS Excel, and MS Outlook Experience in database maintenance and producing reports and statistics Superior organizational and time management skills and the ability to work well under pressure Demonstrated ability to maintain a high level of confidentiality Works well in a team environment Excellent communication and interpersonal skills, diplomacy, and tact, professional and courteous Knowledgeable in Banner/FAST (finance and web requisitioning) is an asset Thorough knowledge of university programs, systems, policies, procedures, governance, and administrative activities is a definite asset Required Education: Completion of a formal post-secondary program of two years minimum A combination of education and experience may be considered for this role Required Experience: The incumbent must possess the following minimum of 1-3 years experience as an administrative assistant, within a similar environment How to Apply: Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until April 24, 2026 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted. This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time. Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority. Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi. Job Location: Oshawa, Ontario, Canada Expected Start Date: 5/18/2026 Expected End Date: 4/18/2027

Responsibilities

The Administrative Assistant provides comprehensive support to the Director of Ancillary Services, including calendar management, travel coordination, and financial reconciliation. They also manage departmental projects, maintain cloud-based filing systems, and update website content.