Administrative Assistant, McEwen School of Architecture
Required Position
Full-Time Term Appointment until September 2023
Responsibilities
Reporting to the Business Manager, the successful incumbent will:
Provide comprehensive administrative services to the McEwen School of Architecture, its programs, and its stakeholders. This includes the School Director, Program Coordinators, Staff, Faculty Members and Students. This position provides information to the Office of the Dean on behalf of the School as required. The incumbent assists in matters of school governance, departmental affairs, and internal and external university affairs.
The Administrative Assistant will:
- Repsonsible for receiving and relaying of information, and responding to internal and external requests;
- Collaborating with stakeholders, including but not limited to: the Office of the Dean, other Faculty schools, other Faculties, Finance, Office of the Vice-President Academic and Provost, Registrar, Admissions, Advancement, Graduate Studies and Information Technology;
- Responsible for monitoring, tracking and reporting of budgets;
- Monitoring and reconciling of the purchase card and petty cash;
- Verification of external supplier accounts and invoices in compliance with the University's policies and regulations. This includes entering purchase requisitions, paying invoices, signalling issues to the Director and the Dean’s Office, etc.;
- Assist in the preparation and updates to annual TA funding request forms as required;
- Assist in the scheduling/ updates of the timetables of course offerings and workloads, and prepare the Excel Staffing files to be submitted to the Dean’s office;
- Follow appropriate collective agreement requirements and processes in the assignment of overloads and sessional contracts;
- Assist in the preparation of Accreditation and CELP documents and be responsible for document tracking;
- Responsible for the advertisement of scholarships, and assist undergraduate and graduate students in the process of scholarship applications (both internal and external);
- Ensure content accuracy of the school’s landing pages on the University website, and update content as needed;
- Post announcements and other news items on the School’s social media sites (Facebook, Twitter, Instagram, etc), and coordinate with Communications and Digital Strategy as needed;
- Provide confidential assistance in the coordination of various projects including, but not limited to, curriculum committees and graduate committees;
- Assist in information management including contact lists, and email groups for students;
- Collect meeting discussion items, distribute agendas, record and prepare minutes of departmental meetings for electronic distribution;
- Assist with student recruitment and retention activities including high school outreach in consultation with Liaison;
- Assist in the collection of data, and draft documents required for unit annual reports, program reviews and accreditation processes;
- Responsible for office equipment, and paper and electronic filing systems;
- Responsible for a University email account, personal LUNET page (maintaining, protecting, controlling access);
- perform other duties directly related to this position as assigned.
Qualifications
- 2 years of post secondary education in a related field, or the relevant skills acquired via equivalent related experience;
- 3 to 5 years of experience in office administration, preferably in a post-secondary environment;
- Ability to work fluently, orally 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, electronic mail and calendars, also knowledge of PowerPoint, and Internet navigation;
- Experience working with Google platforms (Docs, Sheets, Gmail, Google Drive, etc.)
- Proven experience in budget tracking and processes;
- Experience with standard office equipment and basic troubleshooting of computer equipment and programs;
- Strong communication and interpersonal skills;
- Demonstrated experience in customer service;
- Excellent time management and organizational skills with ability to prioritize multiple responsibilities, and work under pressure to meet deadlines while contending with multiple priorities;
- Ability to identify information, materials, and resources required to complete tasks with attention to details;
- Strong strategic and analytical skills, problem solving skills, and critical thinking skills;
- Self-motivated, with the ability to adapt within a dynamic environment;
- Ability to work both collaboratively and independently;
- Ability to work in a professional manner;
- Experience working with 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.
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.