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Administrative Assistant

July 22 2021
Industries Education, Training
Categories Administrative, Clerical, Administrative assistant, Executive Assistant, Office clerk, Receptionist, Data entry, Secretary
Toronto, ON

York is a leading international teaching and research university, and a driving force for positive change. Empowered by a welcoming and diverse community with a uniquely global perspective, we are preparing our students for their long-term careers and personal success. Together, we can make things right for our communities, our planet and our future.

York U's fully bilingual Glendon Campus is home to Southern Ontario's Centre of Excellence for French Language and Bilingual Postsecondary Education.

York University Temporary Agency (YUTA) is the internal agency that services York University's temporary hiring needs.  YUTA sources, screens, assesses, interviews, references and places temporary employees in short term assignments throughout the University. 

While they vary based on the unique needs of the University, the duration of these assignments vary - but are typically for 1 day to 3 months, possibly longer, and are generally 35 hours per week (Monday to Friday, 8:30 am - 4:30 pm).  Shift work is available typically during the University "rush period" at the start of each semester and may work well for those with other commitments during "regular working hours".

YUTA is currently seeking flexible and adaptable Administrative Assistants who thrive in a fast-paced environment and are interested in obtaining temporary employment on York's diverse campus. As part of our on-going recruitment process to establish a pool of qualified candidates for various current and future temporary administrative opportunities at York University, YUTA is continuously accepting applications for administrative assistants to provide administrative support across York University.

While the type of work varies, some examples include:

  • Executive Assistant
  • Academic Program Administrative Support
  • Front line Reception
  • Clerical, Administrative Support and Secretarial work
  • Financial Administrative Support, candidates must have knowledge of basic accounting principles, related training and education
  • Bilingual Administrative Assistant, candidates must be fully Bilingual - a high level of French proficiency.

While administrative opportunities vary in the areas of responsibility and in duration, some of the duties you may be responsible for include, but are not limited to:

  • Providing administrative support for varying levels of staff and faculty
  • Managing calendars, booking of meetings and conferences, taking and distributing meeting minutes; typing and proofreading correspondence, forms and other documents; receiving and forwarding telephone inquiries
  • Providing general information to staff, students and faculty members; setting up and maintaining information filing systems; participating in special projects; and other related duties as assigned
  • Preparing financial forms for processing such as: cheque requisitions, accountable advances, claims for reimbursement of expenses, purchase requisitions, travel expenses, petty cash vouchers, petty cash reimbursement statement, electronic upload journals and general ledger journals, etc.
  • Reconciliation of transaction details, payroll distribution, creating budget status reports and supporting budget/finance related activities
  • Assists with logistical support for events as requested (e.g. venue bookings, audio visual equipment, catering, supplies, room set up & take down, support to speakers/guests, and other relevant logistics, as required)
  • First point of contact for the office; responding to and/or redirecting internal and external queries for the office.

What qualifications do you possess? Although the qualifications required for specific assignments will vary, the typical qualifications for these types of opportunities include, but are not limited to:

  • High School Diploma supplemented by some post-secondary courses
  • 1-year recent related experience in an administrative environment
  • Experience and knowledge of standard office practices and procedures
  • Experience working in a similar large, unionized academic environment an asset
  • Demonstrated proficiency in meeting scheduling, coordination and calendar management
  • Excellent keyboarding and data entry skills with an emphasis on accuracy
  • Excellent oral and written communication skills including minute taking
  • Computer proficiency in MS Office programs including Word and Excel in a Windows-based environment Recent working knowledge of Outlook an asset
  • Experience and knowledge of event planning and coordination an asset
  • Excellent organizational, multi-tasking and time management skills and the ability to effectively manage changing priorities
  • Ability to work independently within established guidelines and procedures and as a member of a team.

Note: York University has recently implemented an education and professional designation verification checks process.  We request, at the time of interview, you bring with you your original education documentation (post-secondary and above) which is a requirement for beginning work, dependent on role specific requirements.  Other job specific checks may include driver's license verification and/or vss check for which you would be notified during notification of an assignment.

To apply to this exciting opportunity, please visit the External Career Portal (https://www.yorku.ca/jobs) and refer to posting 100509

We offer comprehensive benefits and access to superb educational and recreational facilities. For more information on what York has to offer U please visit: http://hr.info.yorku.ca/benefits/

The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), aboriginal (Indigenous) persons and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long-term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

 

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