Position InformationFull-time Support Staff – Temporary Employee Replacement (Appendix D, see page 109 of collective agreement) – July 2024 to August 2024.Pay band: Band E; Starting Rate: $27.81; Four Year Rate: $32.24. Department: Corporate Training Services.Hours: 35 hours per week (1 hour lunch); Monday – Friday 8:30 am – 4:30 pm (one evening shift). Reporting To: Manager, Business Operations. Campus location: Whitby.Duties and ResponsibilitiesFinance:Prepare invoices for select CTS clientele (liaise with accounting for electronic invoicing).Ensure accurate account coding of selected invoices for approval by project owners.Assist with preparation of capital and operating budget.Track invoices submitted for payment and liaise with DC accounting to verify correct account entry.Prepare reports from the DC Fast system to aid in financial projections and account audits.Reconcile select department MasterCard payments and submit report to accounting.Process select expense reports for full- and part-time affiliates, ensuring compliance with college policies.Initiate select purchase requisitions and follow‑up approvals.Input and obtain various reports and purchase requisitions using the Banner System.Contract Administration:Generate select department contracts in partnership with the business lead.Collect select signatures on contracts (client and internal DC).Initiate the contract administration process and liaise with Insurance and Risk on all requirements (CARAF).Department Human Resources:Maintain CTS employee contact lists.Record and communicate vacation allotments and status.Supply current CTS staff with new hire training package (e.G., health and safety, orientation information, Banner ID, passwords,



etc.).Order IT equipment for new hires.Liaise with HR on select job postings and department recruitment, development of part‑time contracts, and on employee file updates regarding vacation entitlement, tracking adjustments, and amendments in Banner.Executive Assistance:Execute requests such as arranging meetings, following up on action items, gathering information and data analytics for reports, proofreading documents, preparing miscellaneous correspondence, responding to emails, anticipating and preparing for cyclical activities, and assisting with projects.Schedule and calendar management for leadership.Provide confidential administrative support related to sensitive issues such as wage analysis, program performance, and budget analysis.Investigate discrepancies that may impact the business in consultation with leadership and implement improvements or operational changes as they relate to departmental or organizational issues.Prepare agendas and record meeting notes for a variety of departmental meetings.Provide support for cross‑institutional councils, committees, and task forces, including scheduling, meeting logistics, and minute taking.Special Project Administration:Assist in the coordination of special projects,



providing guidance and support.Setup tracking and monitoring systems for various projects.Maintain financial data to support financial compliance for special projects.Prepare and track invoices throughout project duration and upon project completion.Communications and Social Media:Support management team in writing, scheduling, and delivery of social media messages via LinkedIn, Facebook, and Twitter.Participate in meetings to plan CTS content updates for CTS website.Support content update requirements and website changes, and attend product meetings while acting as CTS lead for product updates.Participate in information and planning sessions regarding training programs.Participate in student registration, applications, delivery, scheduling, and record management processes associated with CTS programs.Recommend areas for improvement and adjustments where applicable regarding training programs.Liaise with program delivery team members providing consultation on best practices in customer service, policy and procedures, adjustments to current processes, and new methods for program registration/delivery.Develop student/client communication templates and investigate new approaches to standardize workflow processes.QualificationsMinimum of a 2‑year diploma in Office Administration, Accounting, or Human Resources.Minimum of 3 years of work experience in administration support with specific focus on HR and/or finance administration.Proficiency in Microsoft Office Suite is required.Ability to multi‑task and be circumspect with confidential information.Background in the use of Banner and/or FAST is an asset.Accounting and bookkeeping experience are an asset.Project management training or experience is an asset.Knowledge of post‑secondary programs and policies is an asset.Marketing and knowledge of social media platforms is an asset.#J-18808-Ljbffr

📌 Administrative Assistant, Corporate Training Services - $27.8 An Hour (Winnipeg)
🏢 Corporate Training Services
📍 Winnipeg