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About the Role:

The Administrative Assistant provides front-line customer service and administrative support for the Co-op, Career and Experiential Education (CCEE) department, serving as a primary point of contact for students, employers, faculty, staff, and externalpartners. TheAdministrative Assistantis responsible formaintainingaccuratestudent and employer records, supporting co-op program administration, coordinatingrecruitmentand programming activities, and ensuring the efficient operation of departmental processes and systems. The incumbent also supports reporting, communications, onboarding activities, financial administration, and eventlogisticstofacilitatethe delivery of high-quality services andprograms.

TheAdministrative Assistant,Co-op, Career & Experiential Educationwill:

• Serve as the first point of contact for students, employers, staff, faculty, and members of the public, responding to inquiries by telephone, email, mail, virtual platforms, and in person;

• Coordinate administrative aspects of employee and student staff onboarding and offboarding processes, including arranging and collecting office keys, swipe cards, computers, phones,purchasingcards, business cards, andrequiredsystem access;

• Update andmaintaindepartmental webpages and SharePoint sites to ensure information isaccurateand current;

• Prepare and process invoices, expense claims, purchase orders, cheque requisitions, and other financial documentation;

• Liaise with Facilities Management, Shipping & Receiving, and other campus departmentsregardingoperational and administrative requests; and

• Provide administrative support to the Associate Director, management team, and broader CCEE department, including backup support to other administrative staff asrequired;

• Maintainaccuratestudent and employer records within departmental databases, includingCareerZone;

• Coordinate, track, andmaintainstudentdocumentation related to co-op participation, including work permit records and status updates;

• Maintain student information and records withinCareerZoneand other applicable systems to ensure data accuracy and integrity;

• Compile andmaintaindata used to support departmental planning, reporting, and operational decision-making;

• Maintainproficiencyin departmental systems and technology platforms, includingCareerZone, Workday, DB Brock, Brightspace, Microsoft 365, and related applications;

• Post employer job opportunities inCareerZoneand other relevant systems ina timelyandaccuratemanner;

• Coordinate student and employer interviews, including scheduling, room bookings, virtual meeting arrangements, and distribution of interview schedules;

• Coordinate logistical arrangements for workshops, events, programs, and information sessions, including room bookings, technology requirements, catering, parking passes, registrations, attendance tracking, and program materials;

• Prepare andmaintainregistration lists, attendance records, name tags, and event documentation asrequired;and

• Assistwith special projects, initiatives, and programming activities asrequired.

Key Skills and Experience:

• College diploma in arelevant discipline,theequivalent combination of education and experience would be considered;

• 1-2years ofadministrativesupport experience, including database administration;

• Excellentcomputer skills, including Microsoft Office (Word, Excel, Planner, Teams, Booking,etc.), Adobe Acrobat, databases, web-based software, web maintenance, social media, learning management systems (i.e. Brightspace), graphic design tool (i.e. Canva)and Workday;

• Understanding and appreciation for experiential learning, careerdevelopmentand external partners to the University;

• Excellent attention to detail and ability tomaintainhigh levelof accuracy in work completed and information given;

• Knowledge of FIPPA and confidentiality requirements;

• Promotes and embodies inclusivity and respect within the workplace and the broader community;

• Exceptional verbal communication and interpersonal skills, including maturity, tact,discretionand confidentiality;

• Ability todemonstratea high degree of professionalism;

• Strong customer service skills and customer service orientation;

• Ability toestablishpriorities, organize own work;and

• Strong initiative, quick learner, and ability to function as a self-starter.

Preferred or Asset Skills:

• Experiencein a post-secondary environment; and

• Experience with Orbis platform.

Salaryand BenefitInformation:

• Job Grade H, Salary Scale ($46,099 - $63,950)*

• This position includes full comprehensive benefits including tuition waiver.

• This position will work on site 5 days per week.

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and:

• Salary is thereforedeterminedby the OSSTF Collective agreement.*

• New members shall be placed on the salary grid at the entry level.*

• It is Brock University's policy to give first consideration to qualified internal Brock University OSSTF applicants.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.