Body:
Administrative Assistant, School of Speech-Language Pathology
Required Position
Full-Time Appointment
Responsibilities
This position will report directly to the Business Manager of the Faculty of Education and Health. The incumbent will become an integral part of l’École d’orthophonie. They will support the day-to-day running of the School. They will assist the Director with tasks for the functionality of the School as well as assist with queries from students, faculty, and other individuals or groups within the university community.
Provide full confidential administrative support to the School
- Organize and attend meetings, book rooms, take minutes, prepare, produce and circulate documents, agendas and minutes;
- Maintain School files and office operations including but not limited to:,updating lists (space, current faculty, etc.), posting office hours; coordinate periodic reviews;
- Assist the Director in: preparing, submitting and maintaining forms for CPF and CELP;
- 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.) and other tasks directly related to this position as assigned;
- Assist with reports for the Ministry, including the upcoming accreditation renewal, set up and coordinate a data/information-collecting process, tracking information such as grades and attrition rates, enrolment statistics;
- Support the Director in organizing functions and obligations specific to the unit (schedule meetings, prepare documents for meetings, travel arrangements etc.);
- Offer additional support to the Speech and Language University Clinic Coordinator (preparing invoices, keeping track of client payments, maintaining current clinician seniority and establishment list, maintaining contract lists, help administer the budget, prepare budget reports for the Director and Clinic Coordinator.);
- Help prepare mandatory reports for the Ministry, including the PHIPA report for breach of confidentiality, annual reports for outside funding, etc.;
- Offer additional support to the Placement Coordinator; and
- Other duties as assigned.
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 and Speech and Language University Clinic;
- Reconcile budgets in consultation with the Director (including purchase cards);
- Serve as a member of the team providing information about the School and the Clinic;
- Respond to inquiries by telephone, mail, email and in person;
- Organize, produce and handle material pertaining to the operation of the office and edit when necessary;
- Provide basic information about programs offered, and direct inquiries to the proper resource; maintain and update faculty/sessional lists;
- Assist in the development and submission of pertinent documentation to candidates related to their admission, registration and graduation; and
- Greet clients when they arrive at the Clinic.
Special events & Publicity
- Assist in the organization of student workshops, special events, guest speakers / lecturers, trips, open house events, etc. (including travel arrangements);
- Offer additional support in updating and maintaining The School’s webpages; and
- Liaise with Marketing to update and aid in the coordination of marketing materials.
Provide assistance to students
- Inform students of various workshops, opportunities, competitions and seminars;
- Ensure students are following necessary administrative steps towards their placements and course requirements;
- Maintain and submit the student list for submission to the Ontario College of Teachers; and
- Perform other duties as assigned.
Qualifications
- Two years of post-secondary education in a related field;
- Three to five years of related experience;
- Advanced literacy skills to provide adequate support in both official languages (drafting documents with a minimum of errors);
- Strong computer literacy skills (Datatel, Gmail, Google Suite, Microsoft Suite, Adobe, ability to maintain and update School webpage with CRM);
- Office administration and administrative skills (minute taking, keyboarding, filing, record keeping, sorting mail and email, responding to inquiries);
- Basic knowledge of computer hardware to troubleshoot peripherals (projectors, printers, photocopiers etc.);
- Basic knowledge of University policies and procedures (Finance, Registrar, etc. to assist students and faculty);
- Numeracy skills (basic knowledge of bookkeeping to track expenses and manage budgets); and
- Ability to work fluently (verbal and written) in both official languages, French and English, is required.
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.
Apply Now
Applications will only be accepted through our online form.