Administrative Assistant , School of Social Work

Required Position

Full-Time Appointment 

Responsibilities

Vacancy Status: Existing position

Reporting to the Business Manager, the Administrative Assistant will provide support to the School of Social Work. The incumbent will serve as an information centre and assist with the day-to-day operations by assisting with the following major functions: 

Provide full confidential administrative support to the School  

• Support the Director in organizing functions and obligations specific to the unit (schedule meetings, travel arrangements, book rooms, prepare, produce and circulate documents such as agendas and minutes);
• Maintain School files and office operations including but not limited to: updating lists (space, current faculty, etc.), posting office hours; 
• Assist the Director in: preparing the timetable and course offerings (preparing course master changes and updates, etc.); hiring recommendations of faculty (maintaining current Sessional instructor seniority and establishment list, preparing documentation for hiring committees, processing postings, ensuring new faculty are familiar with equipment and forms, etc.) ;
• Assist with reports for external stakeholders, set up and coordinate a data/information-collecting process, tracking information such as grades and attrition rates, enrolment statistics, coordinate periodic reviews (accreditation & IQAP);

Department / Program Budgets  

• Prepare and process transfers and requisitions; prepare work orders, timesheets etc. in consultation with the Director;
• Monitor and maintain supply inventory for the School;
• Reconcile budgets in consultation with the Director;

Serve as a member of the team providing information about the School

• Respond to inquiries by telephone, mail, email and in person;
• Organize, produce and handle material pertaining to the operation of the departmental/program office and edit when necessary;
• Provide basic information about programs offered, and direct inquiries to the proper department or staff member; maintain and update faculty lists;
• Assist in the preparation of mailings of relevant documentation to applicants regarding admission, registration and graduation;

Special events & Publicity 

• Assist in the organization of student workshops, special events, guest speakers / lecturers, trips, open house events, etc. (including travel arrangements);
• Update and maintain Department and Program webpages;
• Liaise with Marketing to update and aid in the coordination of marketing materials for the department / program;

Provide assistance to students 

• Inform students of various workshops, opportunities, competitions and seminars;
• Ensure students are following necessary administrative steps;
• Update and maintain the School timetable.

Perform other duties as assigned. 

Qualifications

• Grade 12 plus two (2) years of post-secondary education or equivalent;
• Strong computer literacy skills (Microsoft Suite, Datatel, self-serve, Gmail, Google Suite & Drive, Adobe, ability to maintain and update School webpage).
• Office administration and secretarial skills (minute taking, keyboarding, filing, 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, oral and written, in both official languages, French and English is required

***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.