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Administrative Assistant (Student Leadership Development)

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Columbia International College

1mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Education & Teaching
  • Hamilton

AI generated summary

  • You must have strong communication, organizational, and problem-solving skills, admin experience, and be proficient in MS Office and basic design software. Flexibility in hours is essential.
  • You will manage event logistics, track student involvement, handle inquiries, maintain databases, assist with scheduling, and support the promotion of activities and community service documentation.

Requirements

  • Excellent communication skills (both oral and written).
  • Experience in an administrative role.
  • Must be organized and have exceptional time management skills.
  • Experience with logistics and organizing of transportation.
  • People management skills.
  • Must be a self-starter, decisive, assertive, and great team player.
  • Ability to maintain a calm manner and patience when providing exceptional customer service to staff and students.
  • Strong problem solving skills and mediation skills.
  • Ability to be an effective member of interdepartmental team in a dynamic office.
  • Post-secondary education.
  • Experience with Microsoft suite of programs, including Excel (Intermediate experience required including database development, mail merges, etc.)
  • Experience with basic design software (Canva, Prezi, or Publisher)
  • Availability to work flexible hours including days, evenings, weekends, and holidays.

Responsibilities

  • Keeping accurate and up to date accounting, attendance, and registration information for all trips, intramurals, and events.
  • Organize the department’s monthly activity schedules.
  • Act as a frontline representative for all student and staff inquiries for the Student Leadership Development Department.
  • Booking all buses for trips, intramurals and events.
  • Coordinating meals with our food provider for trips, intramurals, and events.
  • Track all student programming involvement for the Total Care+ students.
  • Creating and maintaining the club database including tracking attendance.
  • Assisting with the completion and maintenance of all processes, procedures, and documentation for fulfillment of CIC Students’ Community Service Hours as per Ministry of Education requirements.
  • Generate weekly community service status reports on the upcoming graduation list.
  • Assisting in the promotion of all trips, intramurals, and events.
  • Assisting the department’s coordinators with staff scheduling.
  • Maintaining the sign-up and promotional process for all trips, intramurals and events.
  • Assisting the Student Leadership Development team in the delivery of various school wide events, Summer Camps and weekend trips.

FAQs

What are the main responsibilities of the Administrative Assistant in the Student Leadership Development Department?

The main responsibilities include keeping accurate records for trips and events, organizing monthly activity schedules, acting as a frontline representative for inquiries, coordinating logistics for transportation and meals, managing a club database, tracking student programming involvement, assisting with community service processes, generating reports, promoting events, and supporting the delivery of school-wide activities.

What qualifications are required for this position?

A post-secondary education is required, along with experience in an administrative role, proficiency in Microsoft Suite (including intermediate Excel skills), and familiarity with basic design software such as Canva, Prezi, or Publisher.

What specific job skills are necessary for this role?

Necessary skills include excellent communication (oral and written), organization, time management, logistics experience, people management, problem-solving, mediation skills, and the ability to work effectively as part of a team.

Are there any flexibility requirements in terms of work hours?

Yes, the position requires availability to work flexible hours, including days, evenings, weekends, and holidays.

Will I be required to manage any logistics for events?

Yes, the Administrative Assistant will be responsible for booking transportation, coordinating meals, and maintaining attendance and registration information for various events and activities.

Is prior experience in administration required for this position?

Yes, prior experience in an administrative role is required for this position.

What types of skills are needed for customer service in this role?

Strong communication skills, patience, the ability to maintain a calm demeanor, and problem-solving skills are important for providing exceptional customer service to staff and students.

Does the position involve any specific software usage?

Yes, the role requires experience with the Microsoft Suite, especially Excel, and basic design software like Canva, Prezi, or Publisher.

How does CIC approach diversity and accommodations in the workplace?

Columbia International College is committed to workplace diversity and provides accommodations, where possible, to applicants and employees with disabilities throughout the hiring and employment process.

What type of events will I be assisting with as part of this job?

You will assist with extracurricular programming, community service activities, student life events, athletics, summer camps, and weekend trips.

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Columbia International College

Education
Industry
501-1000
Employees
1979
Founded Year

Mission & Purpose

Founded in 1979 Columbia International College is the largest private international boarding university-preparatory school in Canada. For the past several years, 100% of our Pre-U graduates have been accepted into a wide range of prestigious universities and colleges both in Canada and worldwide. With this excellent record of success, Columbia International College has been able to establish close ties with a growing number of universities, forming the University Partners® and Academic Alliance. At Columbia International College, under our unique Total Care Education System®, we passionately deliver a world class education and living experience which is student focused. We treat our students, parents and each other with respect and equality. We celebrate diversity in cultures. We communicate openly and honestly. And we continuously create, and implement innovative ways to improve our Total Care Education System®, our services and internal environment. Maximizing our students'​ personal growth and their potential for success are our prime concerns. We accomplish this through a dedicated, caring and professional staff. At CIC, we provide our staff with personal and team recognition as well as competitive rewards for achieving clearly defined goals. Columbia’s ESL Programs provides students with a Total Learning experience. Students have opportunities to focus on developing their Reading, Writing, Speaking and Listening skills and improve their Vocabulary, Comprehension, Conversation and Pronunciation skills. Learning opportunities exist in and out of the classroom for students to practice and perfect their English skills. Columbia International College’s Summer Camp has been designed to offer a truly unique Canadian vacation by combining learning English with the opportunity to explore the beautiful attractions Canada has to offer.