Body:
Administrative Assistant, School of Natural Sciences and Faculty of Science, Engineering and Architecture
Required Position
Full-Time Appointment
Responsibilities
This position exists to provide comprehensive administrative support to the School of Natural Sciences including all its programs. This includes the Director of the School, other program Coordinators, the technologists and the
Faculty members. The incumbent also provides general support to the students as specified. The incumbent assists the Director and coordinators in matters of governance, divisional, and internal and external university affairs,
including but not limited to budgets, course offerings, workloads, program reviews, recruitment, and various other activities. The incumbent works under the supervision of the Business Manager of the Faculty, providing the
Office of the Dean with information and reports as directed.
Reporting to the Business Manager of the Faculty of Science, Engineering and Architecture, the successful candidate will:
- Be responsible for the reception and dissemination of information, responding to various internal and external requests, collaborating with internal and external stakeholders including but not limited to the following: the Cooperative Freshwater and Ecology Unit, the Center for Evolutionary Ecology and Ethical Conservation (CEEEC), the Office of the Dean, other Faculty units, other Faculties, Finance, Vice-President Academic and Provost, Registrar, Admissions, Advancement, Graduate Studies and Computer Services;
- Be responsible to monitor, track and report on various budgets using the Excel template provided, a Purchase card and petty cash, external suppliers accounts (Air Liquide, Praxair, Northern Uniform Service, Purolator, etc.), checking for correctness, accuracy, safekeeping, confidentiality and security in compliance the University's policies and regulations, entering purchase requisitions, paying invoices, preparing transfer requests and invoices, signalling any potential concerns, etc.;
- Assist the Director in the scheduling and updates of the annual timetable of course offerings and professors’ workloads, and assist in the preparation of the annual Excel Staffing file to be submitted to the Dean’s office;
- Receive various requests with respect to the timetable, signalling potential conflicts to the Director and to the Office of the Dean, and preparing course masters to forward to the Dean’s office as required; in collaboration with the Dean’s office, ensure the unit’s responsibilities in the assignment of overloads and sessional contracts while conforming to the LUFA Collective Agreement language and the various steps involved, track this process using the Excel template provided, update the School’s Sessional Roster every term, work closely with the Director and the Business Manager to ensure an efficient workflow;
- Assist the Director and technologists in the coordination of undergraduate and graduate teaching laboratories as it pertains to scheduling, room capacity;
- Assist the Director and program coordinators in the preparation of CELP documents and maintain a tracking sheet;
- Maintain an updated list of cross appointees, adjunct professors, and graduate supervision accreditation, and notify the Director of upcoming renewals or expirations;
- Prepare and post advertisements of graduate degree defences in consultation with the faculty of graduate studies;
- Assist the graduate program coordinators in the effective deployment of graduate teaching assistantships;
- Assist in the preparation and updates to the annual TA funding request forms;
- Post and disseminate the advertisements and assist in the completion of undergraduate and graduate scholarship applications (both internal and external) through consultation with the Director, program coordinators, and graduate coordinators;
- Assist with organizing meetings and making reservations for various projects including, but not limited to, curriculum committees, graduate committees and outreach events;
- Assist the Director in information management including contact lists for students in each undergraduate and graduate programs, graduate program supervisors, and recruitment;
- Record and prepare minutes and agendas of school meetings for electronic distribution;
- Collect items and distribute meeting agenda for school council meetings;
- Be responsible for office equipment and paper and electronic filing systems;
- Assist in the collection of data and information required for the program review process;
- Communicate required updates for all Laurentian hosted websites pertaining to the School and ensure required updates to the School pages in CMS and CIR;
- Assist in the collection of data and information required for school annual reports;
- Be responsible for a University email account, personal LUNET page (maintaining, protecting, controlling access);
- Work with a variety of software programs including but not limited to: Microsoft (extensively Excel and Word), Adobe Acrobat, Ellucian, Gmail, Windows Explorer, MS PowerPoint, Tableau, Business Objects, etc.;
- Assist in the collection of data and information, and draft documents required for the program reviews; and
- Perform other duties as assigned.
Qualifications
- Secondary School diploma or two (2) years of Community College in the related field;
- Three (3) to five (5) of related experience in office administration, preferably including two (2) to three (3) years in a post-secondary environment;
- Ability to work fluently, verbally and in writing, in both official languages, French and English is a requirement for this role;
- Experience and thorough knowledge of MS Word and Excel, electronic data organization skills and database manipulation, also knowledge of PowerPoint, electronic mail and calendars and Internet navigation;
- Experience with institutional policies, procedures and budget processes;
- Experience in event coordination is an asset;
- Experience with standard office equipment and basic troubleshooting of computer equipment and programs;
- Strong communication and interpersonal skills; experience in customer service is an asset;
- Excellent time management and organizational skills with ability to prioritize multiple responsibilities, work under pressure to meet deadlines while contending with multiple distractions;
- Ability to identify information, materials and resources required to complete tasks with attention to details;
- Strong strategic and analytical skills, problem solving and critical thinking skills;
- Motivated, with ability to adapt to a changing and diverse environment;
- Ability to work both collaboratively and independently, with initiative and under minimal supervision; and
- Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality.
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.