Administrative Officer, Faculty of Management
Required Position
Full-Time Appointment
Responsibilities
Reporting to the Business Manager, Faculty of Management, this position provides administrative assistance on several projects and support to various units in the Faculty, including, the Dean’s Office and the general offices of the Schools.
Providing full administrative support by assisting the Dean, Associate Dean and the Business Manager, this position also occasionally assists and supports the School Directors and Administrative Assistants. There is a wide variety of daily, monthly, and annual administrative tasks.
Preparing for meetings at the Faculty Level and minute taking
- Maintain and update the Dean’s calendar and organize meetings, including booking rooms, preparing agendas, and taking minutes;
- Assist the Schools with their IQAP and accreditation processes;
- Assist School Directors and Faculty members with supervision forms, processing payment ;
- Participate and assist in budget tracking and reconciliation for the Dean’s office and the Schools;
- Administer special projects and assume certain responsibilities as assigned by the Dean’s Office; and
- Provide comprehensive bilingual administrative support to the Dean’s office for the Faculty of Education and Health as well as the Faculty’s two Schools.
Timetable, Workload, Contract creation
- Assist with preparing the timetable, workload letters and course offerings (preparing course master changes and updates, etc.);
- Assist with the sessional hiring process, review appointment recommendations and contract creation;
- Assist with the contract assignment process; and
- Update and maintain various excel databases (e.g., Cross-appointments, School Sessional Rosters).
Qualifications
- Post-secondary degree or diploma in Business Administration/Office Administration;
- 2-5 years of related experience at an administrative assistant level;
- Ability to prioritize and perform multiple tasks simultaneously with minimal supervision;
- Ability to adjust workflow according to emerging priorities;
- Demonstrate initiative to independently identify needs and flexibility to help where needed;
- Advanced literacy skills to provide adequate support (drafting documents with a minimum of errors);
- Strong computer literacy skills (Google Suite, Microsoft Suite, Datatel, Self Service, Adobe, Zoom, ability to maintain and update Faculty webpages);
- Office administration 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); and
- Ability to work fluently, oral and written, in both official languages, French and English.
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.
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Applications will only be accepted through our online form.