Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Colleges Assistant
SO-389
1241
4
Colleges
Director of Colleges
Last Reviewed:
November 9, 2015
Job Purpose
Provides administrative/secretarial support to the Director of Colleges and College Heads.
Key Activities
1. Assists Director of Colleges, College Heads, Academic Advisors and Academic Skills
Instructors with administrative and secretarial support related to the colleges’ activities.
2. Answers correspondence, schedules appointments and meetings, provides agendas and
minutes as needed, responds to inquiries as appropriate.
3. Assists the professional staff team with student staff hiring, including correspondence
with applicants, scheduling, and completion of paperwork. Updates and submits
attendance and payroll information for the colleges, including student staff.
4. Co-ordinates purchase orders and purchases for the colleges. Has signing authority for
budgeted college expenditures. Maintains supplies for college offices. Manages deposits
to college-related accounts. Reconciles college financial statements.
5. Responsible for booking non-academic spaces in the colleges following each individual
college’s procedures and policies. Assists with co-ordinating space usage in the colleges.
6. Maintains records and files, and compiles information as needed, including maintaining
official records of college affiliations. Assists in coordinating shredding, deleting and/or
purging of records, and ensures these tasks are appropriately documented.
7. Assists with production of advertising materials, posting content on digital signs, and
website maintenance as needed.
8. Liaises as appropriate with students, faculty, staff and alumni and various Trent
University departments.
9. Handles confidential matters as needed related to colleges and students.
10. Assists staff within the colleges with navigating administrative procedures of the
university. Is knowledgeable about who does what in other departments.
11. Coordinates all activities relating to the guest suite, including reservations,
correspondence, keys, cleaning/repairs and billing.
Job Number: SO-389
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Last updated: November 9, 2015
12. Coordinates administrative tasks relating to on-boarding and departing staff, including
orienting staff to office procedures, tracking completion of mandatory training, and
ensuring administrative tasks are completed (staff card, email, office set-up, etc.)
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
University, College or technical school (2 year).
Experience Required
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At least two years general experience in office administration, with preference given to
experience directly related to the field of higher education.
Excellent interpersonal skills and written/spoken communication skills, tact, patience
and confidentiality.
Multicultural awareness, ability to engage students, faculty, staff and alumni from a
diverse range of demographics.
Excellent knowledge of the Microsoft Office Suite, web editing, and social media. Strong
virtual communication skills. Experience and ability to design and produce online
resources an asset.
Demonstrated knowledge of financial record-keeping.
Excellent organizational skills, meticulous attention to detail, and a demonstrated ability
to take initiative. High degree of enthusiasm, efficiency, and organization.
Demonstrated understanding of university structures and decision-making. Strong
understanding of, and commitment to, colleges’ history and potential.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
Job Number: SO-389
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Last updated: November 9, 2015
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks performed
that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Number: SO-389
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Last updated: November 9, 2015
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Signature:
Date:
Immediate Supervisor:
Name (print):
Signature:
Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-389
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Last updated: November 9, 2015