Administrative Assistant, Concurrent and Multi-Part Educational Programming, French Language School of Education
Required Position
Part-Time Term Appointment
Twenty (20) hours per week
This position is primarly french language for the School of Education
Responsibilities
Reporting to the administrative manager of the Faculty of Education and Health, the incumbent will support programming, act as an information centre and contribute to the daily operations of the unit’s programs by assisting with the following duties.
Provide confidential and complete administrative support for the School’s multi-part and concurrent programs
- Organize and participate in meetings; arrange room bookings (classrooms, meeting rooms, etc.).
- Support the administrative assistant of the École des sciences d’éducation/School of Education in preparing meeting minutes, and producing and distributing documents.
- Keep program files up to date, help produce ministry reports as well as accreditation renewal reports, establish and coordinate an information/data collection process to ensure follow-up regarding student grades and withdrawal rates, and compile statistics on program enrolment.
- Assist the program coordinator in preparing for course approvals and implementation (make copies, prepare forms, post cancelled classes, etc.), planning the schedule (preparation, changes and updates to classes and schedules, etc.) and performing other assigned duties directly related to this position.
- Provide administrative support to the school’s placement coordinators.
- Provide support to the program coordinator for office duties.
- Work in collaboration with the coordinator and school chair, as needed, to address academic issues.
Program budgets
- Prepare and perform transfers and requests; prepare work orders, time sheets, etc. in consultation with the program coordinator.
- Monitor and maintain the office supplies inventory.
- Maintain budgets in consultation with the program coordinator.
Act as an information centre and the programs’ resource person
- Respond to inquiries received by telephone, mail, email, and in person.
- Organize, produce and handle program material and make changes to it as required.
- Provide basic information on programs offered, and direct questions to the relevant person.
Special events and promotion
- Assist with planning and organizing special events, student workshops, conferences, invited lectures, trips, etc.
- Help to maintain and update web pages on the school’s offerings.
- Assist in producing, creating and updating promotional material for the school’s offerings.
Provide assistance to students
- Inform students of various workshops, opportunities, contests, seminars and other academic activities.
Qualifications
- Grade 12 diploma and a minimum of two years postsecondary studies
- Professional language skills to provide appropriate program support in French (writing documents with very few errors)
- Computer software skills (web pages, Microsoft Suite, Colleague, WebAdvisor, Google Workspace, Adobe)
- Office administration and secretarial skills (minute taking, data entry, record keeping, mail and email sorting, responding to information requests)
- Knowledge of Laurentian University policies and procedures (finance, registrar, etc.) to support students and faculty
Effective May 1, 2022 the Policy and Program on COVID-19 Vaccination are placed in abeyance. This means the Policy and Program on COVID-19 Vaccination are paused at this time; however, they are not canceled and could be reinstated at a future date if public health conditions warrant it, or through guidance from federal, provincial or local public health authorities. The evolution of the virus and the course of the disease activity are difficult to predict and it may be necessary to reinstate the Policy in full or in part, on short notice. When the Policy and Program on COVID-19 Vaccination are paused, persons entering Laurentian’s campus will no longer be required to provide proof of vaccination in order to attend campus.
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Applications will only be accepted through our online form.