Administrative Assistant, Botanical Gardens & School of Horticulture

Under the general supervision of the Senior Manager, Botanical Gardens and School of Horticulture and within established policies, procedures and guidelines provides a variety of administrative duties required for the operation of the office at The Niagara Parks Commission School of Horticulture, Botanical Gardens, and Butterfly Conservatory.

Niagara Parks offers an annual salary range of $57,264.70 to $68,380.36 for this position as well as comprehensive benefits and a defined benefit pension plan.

Applications for this position will be accepted until Thursday July 10th, 2025.

QUALIFICATIONS:

• College Diploma in Office Administration and/or equivalent knowledge and experience.
• A minimum of three (3) years of previous administrative experience, and relevant communication and technical skills.
• Excellent knowledge of general office practices/procedures, filing systems and operation of software and hardware applications.
• Proficient in computer operations and relevant software applications inclusive of Microsoft Office Suite (i.e., Outlook, Excel, PowerPoint, Word, etc.).
• Experience working with Adobe Acrobat Pro is a considered an asset
• Strong interpersonal and communication skills; ability to deal with people with tact and diplomacy; strong organizational and problem-solving skills, with a high attention to detail.
• Ability to manage multiple tasks and competing priorities in a team environment.

KEY ACTIVITIES:

Administrative Support

• Provides comprehensive administrative assistance to the Senior Manager, including preparing reports, coordinating meetings, taking minutes, and handling confidential correspondence.
• Prepares and submits attendance reports, procurement card reconciliations, and travel/mileage expenses for the Senior Manager.
• Facilitates the preparation of reports and meeting materials; records and distributes minutes for site management meetings.
• Prepare confidential disciplinary and performance-related letters on behalf of management in consultation with Human Resources.
• Serves as the primary point of contact for the Botanical Gardens and School of Horticulture, responding to public and staff inquiries in person, by phone, and via email.
• Screens and directs telephone calls, programs phones as needed and manages two-way radio communication between buildings and grounds staff.

Financial & Payroll Administration

• Supports the management and control of operating and capital expenses, ensuring that purchases align with established budgets and the approved Delegation of Authority.
• Inputs staff and student hours into ADP for payroll processing, ensuring timesheets are accurate and approved in accordance with the Delegation of Authority.
• Manages petty cash accounts, cheque preparation, invoice payments, and account reconciliation.
• Maintains inventory and orders supplies necessary for daily operations.
• Maintains confidentiality regarding departmental budgets, projects, and employee-related matters.

School of Horticulture Support

• Coordinates academic and site scheduling, including classroom and event space bookings.
• Assists in the design of the academic calendar and arranges room setups for events.
• Organizes and supports graduation ceremonies and other special events.
• Oversees student services such as registration, onboarding, uniform distribution, and bookshop operations.
• Ensures new students receive all necessary pre-arrival information including course schedules, book lists, and medical forms.
• Processes and tracks student attendance and practical program documentation.
• Oversees student services such as registration, onboarding, uniform distribution, and bookshop operations.
• Ensures new students receive all necessary pre-arrival information including course schedules, book lists, and medical forms.
• Processes and tracks student attendance and practical program documentation.
• Provides basic IT support for staff and student systems, including networked computers and email programs.
• Participates in drafting, updating, and enforcing school policies and procedures.
• Liaises with government and regulatory agencies to ensure compliance with applicable standards.
• Compiles and submits reports to governmental and educational bodies as required.

Other Duties

• Maintains bulletin boards with current announcements, schedules, and job postings.
• Processes registrations and deposits for on-site seminars.
• As assigned.