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Added 5 hours ago
Physiotherapist I
Alberta Health Services
AB · Edmonton, AB
Part-time
…sciences centers, renowned for excellence in patient care, research, innovation, and education. As a major referral center for Alberta, Western Canada, and the North, the UAH provides…
Added 5 hours ago
Student assistant (gn)
TripleT Working Group @ Leibniz Centre for Tropical Marine Research (ZMT)
Montreal, QC · Urban agglomeration of Montreal, QC
Internship
The Leibniz Centre for Tropical Marine Research GmbH (www.leibniz-zmt.de) is an independent research and teaching institute that provides scientific knowledge for the protection and…
Added 10 hours ago
Project Assistant, TLEG (EAL)
Mount Royal University
Calgary, AB
Full-time
Experience with qualitative research, interview data, narrative or thematic analysis, intercultural learning, student support, education, health, social sciences, or related fields would be…
Added 10 hours ago
Project Assistant, TLEG (Psychology)
Mount Royal University
Calgary, AB
Part-time
…college in the 1930s and became a mid-sized university in 2009. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre…
Added 10 hours ago
Housing & Hospitality Assistant
University of British Columbia
Kelowna, BC · UBCO | Nechako Residence (NCH)
$4,345 to $4,981 CAD / month
Part-time
The Housing & Hospitality Assistant supports Student Housing and Hospitality Services (SHHS) which includes Student Housing, Maintenance, Residence Life and Conferences & Accommodation…
Added 10 hours ago
Manager, Varsity Operations
University of British Columbia
Vancouver, BC · UBCV | War Memorial Gymnasium (MGYM)
$8,087.08 to $12,117.08 CAD / month
Full-time
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and…
Added 11 hours ago
Manager, Varsity Operations
The University of British Columbia
Vancouver, BC
$8,087.08 to $12,117.08 CAD / month
Full-time
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and…
Added 11 hours ago
Housing & Hospitality Assistant
The University of British Columbia
Kelowna, BC
$4,345 to $4,981 CAD / month
Part-time
The Housing & Hospitality Assistant supports Student Housing and Hospitality Services (SHHS) which includes Student Housing, Maintenance, Residence Life and Conferences & Accommodation…
Added 11 hours ago
Classroom Coordinator
The University of British Columbia
Vancouver, BC
$4,443 to $4,668 CAD / month
Full-time
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Added 11 hours ago
Physiotherapist | Acute Care
Interior Health Authority
Vernon, BC
Full-time
…by participating in quality assurance initiatives, meetings, research, and educational activities. You also provide guidance and direction to the rehabilitation assistant working within the…
Added 11 hours ago
Physiotherapist | Acute Care
Interior Health Authority
Trail, BC
Full-time
…departmental/program quality assurance initiatives, meetings, research, and education; and provides work direction to the rehabilitation assistant working with the rehabilitation…
Added 12 hours ago
Graduate Administrator
Carleton University
Ottawa, ON
Other
Under minimal supervision of the Departmental Administrator, the Graduate Administrator acts as Assistant to the Associate Chair, Graduate Studies. In this capacity, the Graduate…
Added 13 hours ago
Classroom Coordinator
University of British Columbia
Vancouver, BC · UBCV | Friedman Building (FRDM)
$4,443 to $4,668 CAD / month
Full-time
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Added 14 hours ago
Education Consultant – Special Education Inuktitut
Kativik llisarniliriniq
Kuujjuaq, QC
Full-time
Under the Assistant Director of Complementary Services, the Consultant will work in close collaboration with the other special education consultants in all areas of special education to…
Added 15 hours ago
CUPE - Fall 2026 - TA - SOC3304 A00
University of Ottawa
Ottawa, ON · Social Sciences Building
Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)
Added 15 hours ago
Sessional Instructor: CPSC 449, Department of Computer Science, Faculty of Science
University of Calgary
Calgary, AB
Full-time
…staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically…
Added 15 hours ago
Sessional Instructor: CPSC 329, Department of Computer Science, Faculty of Science
University of Calgary
Calgary, AB
Full-time
…staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically…
Added 15 hours ago
Sessional Instructor: CPSC 399, Department of Computer Science, Faculty of Science
University of Calgary
Calgary, AB
Full-time
…staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically…
Added 15 hours ago
Sessional Instructor: CPSC 383, Department of Computer Science, Faculty of Science
University of Calgary
Calgary, AB
Full-time
…staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically…
Added 15 hours ago
Sessional Instructor: CPSC 481, Department of Computer Science, Faculty of Science
University of Calgary
Calgary, AB
Full-time
…staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically…
Added 16 hours ago
Assistant, Associate or Full Professor in Veterinary Ophthalmology (REPOST)
University of Guelph
Guelph, ON
…academic units. The University is known for its commitment to student learning, innovative research, and collaboration with world-class partners. It is a unique place, with transformative…
Added 16 hours ago
Engagement and Events Supervisor
Mount Royal University
Calgary, AB
Part-time
Research best practices and trends in student life practices ensuring all programs reflect the broad range of cultural, racial, ethnic, and socioeconomic diversity of MRU students.
Added 16 hours ago
Assistant Professor - Applied Mathematics
University of Toronto
Toronto, ON
$140,000 to $190,000 CAD / year
…teaching-related activities can include performance as a teaching assistant or course instructor, experience leading successful workshops or seminars, and student…
Added 16 hours ago
Program Assistant, IUBP
Mount Royal University
Calgary, AB
Part-time
…college in the 1930s and became a mid-sized university in 2009. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre…
Added 16 hours ago
ADMINISTRATIVE ASSISTANT - FACILITIES SERVICES
Durham District School Board
Whitby, ON
Full-time
Conduct research and gather information to support the development of reports, policies, procedures, contracts, agreements, and other departmental initiatives.

Durham District School Board

ADMINISTRATIVE ASSISTANT - FACILITIES SERVICES

Whitby, ON, Canada

Job type: Full-time
Apply by: Oct 29, 2026
Working hours: 35 hour per week
Posting language: English
Posted: Sep 29, 2026

Apply About employer

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Original job description

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Provides administrative and operational support to the Senior Managers of Facilities Services, ensuring the efficient, timely, and responsive delivery of departmental services and operations.

Accountabilities

PROVIDE ADMINISTRATIVE SUPPORT TO SENIOR MANAGERS OF FACILITIES SERVICES:

Provide administrative support to Senior Managers, including coordinating calendars, appointments, meetings, conference calls, filing systems, special projects and planning activities.
Provide logistical support for departmental operations, including coordinating fire alarm drills and supporting Education Centre fire evacuation procedures.
Respond to calls, requests and inquiries from staff and stakeholders, providing timely information and follow-up.
Draft communications for Education Centre and Facilities staff for review by Senior Management, including communications related to sensitive or complex issues.
Coordinate departmental meetings, including preparing agendas, recording and distributing minutes, and tracking follow-up items.
Order office equipment and coordinate cell phone activation and delivery for department staff, ensuring items are received and set up as required.

Manage Information And Documents

Maintain and update a wide range of departmental documents, records, and online resources, including staff portal, organizational charts, contact lists, meeting agendas/minutes, reports, brochures, and emergency information, ensuring compliance with AODA standards.
Coordinate the tracking, monitoring, and distribution of Facilities Services reports, ensuring adherence to submission deadlines, accessibility requirements, and reporting schedules. Facilitate annual report planning activities.
Coordinate professional development opportunities for Facilities Services management staff.
Prepare, format, edit, proofread, and distribute correspondence, reports, presentations, and other documentation for Facilities Services leadership and DDSB departments.
Conduct research and gather information to support the development of reports, policies, procedures, contracts, agreements, and other departmental initiatives.

Absence Reporting

Generate and distribute Custodial Absence Reports.
Process and manage absence entries in ESS for approximately 45 CUPE and MPA staff, including approvals and notifications.
Liaise with People & Culture to verify and update vacation eligibility and summer hour balances as required.
Coordinate short- and long-term supply coverage for staff absences.
Assist with the recruitment, scheduling, and coordination of clerical casual replacements.

Liaise With Internal And External Stakeholders

Serve as the primary point of contact for Facilities Services inquiries, fostering positive relationships with staff, community members, and external partners.
Coordinate information gathering and communication with legal counsel and other stakeholders to support reports, policies, procedures, and related documentation.
Collaborate with Directors’ Area to coordinate the publication of Board, Standing Committee, and Administrative Council reports.
Prepare correspondence and coordinate responses to ensure accurate, timely, and effective communication.

Contribute To Budget Preparation

Support the administration and monitoring of the departmental operating budget.
Prepare and maintain budget-related reports and records to support planning and decision-making.
Ensure timely and accurate financial information, reports, and analysis are available to support departmental discussions and operational decisions.

Provide Support To Board-related Matters

Provide administrative and logistical support to Board-wide committees, working groups, and initiatives.
Coordinate meetings, prepare materials, record minutes, and support the implementation of committee initiatives.

Knowledge And Skills

Proficiency in the use of standard office equipment, including personal computers/laptops, photocopiers, fax machines, shredders, scanners, and binding machines.
Advanced computer skills, including Oracle and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), email systems, internet browsers, and AI-enabled productivity tools. Advanced Excel skills are considered an asset.
Knowledge of relevant legislation, DDSB policies and procedures, Ministry of Education guidelines, the Accommodation Review Policy, and the Accessibility for Ontarians with Disabilities Act (AODA).
Strong planning, organizational, and time-management skills, with the ability to prioritize and effectively manage multiple competing demands.
Exceptional written and verbal communication skills, with the ability to document and communicate complex or contentious issues, respond to public and internal inquiries, and draft correspondence and reports for senior management review.
Ability to collect, maintain, and manage accurate, detailed, relevant, and confidential records, files, and information.
Knowledge of AODA compliance requirements for web-facing documents is an asset.
Strong conflict management and resolution skills, with the ability to address and resolve issues independently in a professional and constructive manner, escalating concerns appropriately when required.

Education And Experience

Education

Completion of a college diploma in Business Administration, Office Administration, or a related field, or an equivalent combination of education, training, and experience.

Experience

Minimum of four (4) years of administrative assistant experience.
Minimum of two (2) years of experience working within a school board environment.

Additional Information

This is a 35 hour per week, permanent position
Provide a current Criminal Record and Judicial Matters Check (CRJMC) upon hire.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.

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More about this job

Responsibilities

Provides administrative and operational support to Facilities Services senior managers, including coordinating schedules, meetings, communications, records, reports, and departmental logistics. Manages absence reporting and staffing coverage, supports budget administration and Board-related committees, and serves as a key contact for internal and external stakeholders.

Requirements

Requires a college diploma in Business Administration, Office Administration, or a related field, or equivalent education, training, and experience. Candidates must have at least four years of administrative assistant experience and two years of experience in a school board environment; advanced computer skills and strong organizational and communication abilities are also required.

Skills

Administrative Support
Calendar And Meeting Coordination
Document Management
Microsoft Office
Oracle
Advanced Excel
Written And Verbal Communication
Planning And Organization
Time Management
Records Management
Confidential Information Handling
Budget Administration
Report Preparation
AODA Accessibility Compliance
Conflict Management
Stakeholder Relations

Visa sponsorship

Not detected in the job text

Keywords

Facilities Services
Administrative Support
Business Administration
Office Administration
Oracle
Microsoft Office
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
AI-Enabled Productivity Tools
AODA
Accessibility Compliance
Emergency Information
Fire Alarm Drills
Fire Evacuation Procedures
Absence Reporting
Employee Self-Service (ESS)
CUPE
MPA
Budget Administration
Financial Reporting
Committee Coordination
Meeting Minutes
Report Preparation
Document Management
Records Management
Recruitment Coordination
Stakeholder Relations
School Board

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