City : Hamilton

Category : Full-Time Support

Industry : Education

Employer : Mohawk College

Status: Appendix D/Temporary Assignment (August 2024 – June 2025)

Hours: Monday to Friday; 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband E (Start Rate: $27.81 per hour, plus 8% in lieu of vacation and benefits)

Posting Date: August 6th, 2024

Closing Date: August 12th, 2024 at 7:00pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

These positions provide front-line administrative support to all programs and service courses within the School of Community, Justice and Liberal Studies. 

The incumbent provides customer service to students, faculty, support staff, Advisory Committee members, and general public inquiries.  The incumbent must be able to function at a level that requires independent problem-solving and decision-making skills in the execution of the various and complex activities and issues.

What you’ll be doing:

Provides Administrative support to academic areas within the School of Community, Justice, and Liberal Studies

Customer Service

• Provide information and general advice to students, support staff and faculty regarding college procedures, office procedures, exemptions, appeals, academic dates and referring to services offered through Mohawk College (i.e. Counselling / ALS / HR / Payroll etc.).
• Posting class cancellation notices when faculty are off ill.
• Providing course outlines requested by former students or other institutions through electronic mail and in person, as requested.
• Liaises between faculty and students, providing front line service in order to handle inquiries from students.
• Book rooms on behalf of any departmental staff member – spot bookings/specialty lab bookings (approving specialty lab requests as required).
• Answer and forward departmental emails including but not limited to credit transfer emails.
• Assist faculty with any classroom concerns by triaging and reaching out to college departments for a remedy on staff’s behalf.
• Provide front line triage support for SSA/SSC (letting SSA/SSC know their next visitor has arrived etc.) – additional assistance may be required to support SSA/SSC during peak periods during promotion and semester start.
• Use internal software programs, Banner, FAST Suite, Virtual DCT, Academic Reporting Tool, Clockwork, COMMS, EOIS.
• Arranging guest parking, guest speaker letters, rooms etc. for department staff.
• Assists with orientating new staff - access to classes/offices/setting up computer/printer/troubleshooting and guiding to other staff members if question is outside scope (payroll/timesheets/eLearn).

Academic Tasks

• Composing, typing and filing, internal and external correspondence as directed by manager, Dean, AD, or AAD.
• Organizes, prepares and revises academic related information for distribution.
• Ensures student appeals are processed in accordance with policy directives.
• Assists faculty with departmental textbook orders, custom courseware and obtaining desk copies from publishers.
• Produces and edits manuals for the department under direction of supervisor.
• Providing feedback and possible solutions to the Operations Manager and Associate Dean regarding refining work methods and techniques to improve accuracy and efficiency within the department and maintaining a high level of customer service.
• Gather quotes for academic related experiential learning on behalf of staff and faculty.
• Process any supplemental department offerings/certificates – i.e. security licensing, private investigator licensing.
• Compiles and organizes necessary data on behalf of the Operations Manager and/or Associate Dean for special projects, funding proposals, research, newsletters etc.
• Assisting students with registering and adding/dropping courses within the first 10 days of each semester.
• Other duties assigned under the guidance or direction of the Operations Manager/Associate Dean.

College Promotion

• Organizes all aspects of departmental meetings, such as program advisory committee, faculty, coordinator, staff etc. including taking and distributing of minutes where required and related correspondence, and updating membership lists.
• Reviews website to ensure content is current – recommends new changes and updates website in a timely manner or escalates to Marketing to be updated.
• Assisting faculty with activities associated with start-up each semester.
• Coordinates Orientation and Open House activities.

General Office Duties

• Orders and ensure stock of office supplies for support and faculty as well as academic forms (i.e. grade changes, incompletes, scantrons, foolscap etc.) maintaining appropriate levels of office supplies and ensuring all equipment is in working order.
• Troubleshoots and arranges for maintenance and installation of departmental office equipment and photocopiers.
• Distributes and retrieves mail and printing to any staff requested in the School once per day, or increased during high traffic times.
• Ensure phone lists/contact sheets are kept up to date – request card access / keys for departmental staff / printer access.
• Distributes mail to staff in the department.
• Maintain and tidy departmental offices, shared spaces, hoteling, filing cabinets, surfaces.

Perform other related duties as assigned

What you’ll bring to the role:

• A minimum of 2-year post-secondary diploma in Business/Office Administration, or related field; equivalent combination of education and experience.
• Two years of practical and related experience where there is a strong emphasis on interpersonal skill and customer service, preferably a post-secondary setting.
• Knowledge of Microsoft Office products is essential, including Access, Word, Excel, PowerPoint. Familiarity with Mohawk College programs is desirable; including, MyMohawk mail and groups, Fast Suite, ART, SCT Banner.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

• Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
• Access to professional development opportunities.
• Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• Discounted rate for full-service athletic facility and instructor-led classes.
• Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, please visit:

https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage:

https://www.strategicplan.mohawkcollege.ca/