Administrative Assistant, School of Indigenous Relations

Required Position

Full-Time Appointment

Responsibilities

Vacancy Status: Existing position

Reporting to the Business Manager in the Office of the Dean of the Faculty of Education and Health, the incumbent will:

Provide full administrative support to the School  

• Organize and attend meetings, book rooms, take minutes, prepare, produce and circulate documents, agendas and minutes
• Maintain School / Program files and office operations including but not limited to: collecting annual reports, updating lists (space, current faculty, etc.), posting office hours; coordinate periodic reviews
• Assist the Director and faculty in preparing for their courses (timetable, workload assignment on-line and on-campus, forms, posting cancelled classes, etc.), scheduling (preparing course master changes and updates, etc.), hiring of sessional members (maintaining current Sessional instructor roster, seniority and establishment list, preparing documentation for hiring committees, processing postings, ensuring that new faculty are familiar with equipment and forms, etc.) and other tasks directly related to this position as assigned  

School Budgets  

• Prepare and process credit card expenditures, transfers and requisitions; prepare work orders, time  sheets etc. in consultation with the Director
• Purchase supplies for School / Program; monitor and maintain inventory  

Serve as the information center and resource person for the School

• Respond to inquiries by telephone, mail, e-mail and in person
• Organize, produce and handle material pertaining to the operation of the School office and edit when necessary.
• Provide basic information about programs offered, and direct inquiries to the proper outlet; maintain and update faculty list;

Special events & Publicity  

• Assist in the planning and organization of special events, guest speakers / lecturers, trips etc. including travel arrangements.
• Update and maintain School webpages
• Produce, create, update and aid in the production of marketing materials for the School  

Provide assistance to students

• Inform students of various workshops, opportunities, competitions and seminars
•  Advise teaching assistants; prepare paperwork for GTAs and advise students of other funding opportunities
• Ensure students are following necessary administrative steps towards thesis defense; coordinate thesis defenses as needed.
• Assist the Director with preparing academic summaries and plans of study for the Director and Field Coordinator

Perform other duties as assigned 

Qualifications

• Two (2) years post-secondary study in a related field or
• Three (3) to five (5) years of related experience at an administrative assistant level.
•  Advanced literacy skills to provide adequate support to the School of Indigenous Relations (drafting documents with a minimum of errors).
• Strong computer literacy skills (Microsoft Suite, Zoom, Google Suite & Drive, Gmail, Adobe, ability to maintain and update School/Program webpages).
• Office administration and secretarial skills (minute taking, keyboarding, filing (paper and electronic), record keeping, sorting mail and email, responding to inquiries)
• Basic knowledge of computer hardware to troubleshoot peripherals (projectors, printers etc.)
• University policies and procedures (Finance, Registrar, etc. to assist students and faculty).
• Numeracy skills (basic knowledge of bookkeeping to track expenses and manage budgets). 
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

Applications are being accepted to fill an active vacancy within the University

***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to careers@laurentian.ca***

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week. 

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit. 

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (careers@laurentian.ca).

 

Apply Now

Applications will only be accepted through our online form.