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Office Manager - Ontario
DATE:   10/8/2019
JOB TITLE:   Office Manager - Ontario
JOB CLASS:   Professional
JOB STATUS:   Regular Full Time
WORK LOCATION:   Vaughan, ON
TITLE OF IMMEDIATE SUPERVISOR:   Director, Ontario Operations
DEPARTMENT:   Office of the Provost
SECTOR:   Academic Affairs

SUMMARY:

Under general supervision, the Office Manager is responsible for a wide array of tasks at the Vaughan location. These tasks include: completing various administrative tasks for the office, organizing trainings, assisting in the administration of various HR related tasks; coordinator for student services; using various university systems to ensure confidential and accurate records.


ESSENTIAL DUTIES:
  • Service Coordinator for faculty, administrators, staff and students and a liaison for campus-based student support services. May serve as a member of university committees, including search committees, as needed; Answers employee and student queries about university related matters as needed.
  • Screens visitors, e-mails and written correspondence as well as maintains the electronic calendar, provides all pertinent materials to conduct day to day business and meetings, maintains all electronic contacts; Handles special and confidential assignments, including staff concerns referred to the Vaughan office;
  • Maintains credit card expense reports, creates check requests, budget transfers, petty cash and assists with budget files. Maintain inventory of office supplies;
  • Along with the University Benefits Manager, coordinates new employee benefit/meetings and exit interviews.
  • Develop, compose and submit reports, forms, brochures and correspondence relative to the university processes. Maintain records and files in electronic and paper forms.
  • Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
  • Perform other duties as assigned. 

GENERAL DESCRIPTION:

20%      Gather and analyze records and other information; prepare research materials, various documents and financial and administrative reports; Assists with arrangements for professional conferences and meetings; makes travel arrangements; assist with event activities; Performs administrative/office duties; assists with preparing PowerPoint presentations; maintain confidential records.

50%      Coordinates Student Support Services win collaboration with the Lewiston campus.

10%      Assists with recruitment and onboarding activities.

10%      Assists with department website and other training initiatives as needed.

10%      Manage workflow; ensure timely and accurate information to the appropriate departments.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
  1. Proven experience as an office professional.
  2. Broad understanding of university policies and procedures.
  3. Strong working knowledge of various software systems including Microsoft Office Suite, and other reporting programs.
  4. Knowledge of labor and employment laws.
  5. Strong organizational skills and the ability to prioritize important tasks are required.
  6. Excellent phone, email and in-person communication is essential.

ERGONOMIC REQUIREMENTS:

The functions of the position are usually performed sitting but may involve some amount of time standing.  Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movement.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


QUALIFICATION STANDARDS:

  1. Bachelor’s degree or equivalent in a related field required.
  2. Three to five years of higher education experience required.
  3. A valid driver’s license is required that satisfies both University requirements for driving a motor vehicle. Must be able to operate a motor vehicle in Canada.  


Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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