Body:
Administrative Assistant, School of Liberal Arts
Required Position
Full-Time Appointment
Responsibilities
This position will report directly to the Business Manager of the Faculty Arts. The incumbent will provide comprehensive support and administrative services to the Director and program coordinators of the School of Liberal Arts, as well as all academic, research and administrative staff and students. Provide full confidential administrative support to the School of Liberal Arts.
- 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; coordinating periodic reviews;
- Assist the Director in preparing, submitting and maintaining records for all academic processes and councils including CPF and CELP;
- Assist the Director in preparing the timetable and course offerings (preparing course master changes and updates, etc.), 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;
- Support the Director in organizing functions and obligations specific to the unit (schedule meetings, prepare documents for meetings, travel arrangements etc.);
- Assist the Director in information management, including contact lists for students and program supervisors;
- Prepare and process transfers and requisitions; prepare work orders, timesheets etc., in consultation with the Director;
- Reconcile budgets in consultation with the Director (including purchase cards);
- Purchase supplies for the School and monitor and maintain inventory;
- Assist students, Graduate teaching assistants, teaching assistants, and part-time staff with forms and processes required for web-time entry setup for payment;
- Assist in the organization of student workshops, special events, guest speakers / lecturers, trips, open house events, etc. (including travel arrangements);
- Inform students of various workshops, opportunities, competitions and seminars;
- Ensure students are following necessary steps towards thesis defense; coordinate thesis defenses as needed;
- Updating and maintain The School’s webpages;
- Liaise with Marketing to update and aid in the coordination of marketing materials; and
- Perform other duties as assigned.
Qualifications
- Two years of post-secondary education in a related field.
- Three to five years of related experience.
- Ability to prioritize and perform multiple tasks simultaneously with minimal supervision and adjust work flow according to emerging priorities;
- Take initiative and suggest efficiencies for workflow optimization;
- Demonstrate initiative to independently identify needs and flexibility to help where needed;
- Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality;
- Advanced literacy skills to provide adequate support in both official languages (drafting documents with a minimum of errors);
- Strong computer literacy skills (Datatel, My.Laurentian portal, Gmail, Google Suite, Microsoft Suite, Adobe, Zoom, ability to maintain and update School webpage);
- 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);
- Excellent communication and interpersonal skills; 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.
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Applications will only be accepted through our online form.