Administrative Assistant, Faculty of Arts

Required Position

Full-Time Appointment

Responsibilities

The Administrative Assistant will provide comprehensive administrative support to the Faculty of Arts including the programs of the Schools of Social Sciences and Liberal Arts. The Administrative Assistant will engage with School directors, program coordinators, faculty members, the Dean’s office and at times, support students. Primarily, the Administrative Assistant will assist the School Director and coordinators in matters of governance, and internal and external university affairs, including but not limited to budgets, course offerings, workloads, special projects, program reviews, recruitment and various other activities. In addition, under the supervision of the Business Manager, you will provide information and reports to the Office of the Dean as directed.

• Ensure the responsibilities for the department of School of Social Sciences and Liberal Arts for the assignment of overloads and sessional contracts while conforming to the Laurentian University Faculty Association (LUFA) Collective Agreement language and the various steps involved;
• Track the process using Excel/Google Sheets templates provided and updating the School’s sessional seniority roster every term;
• Assist in the collection of data and information required for school annual reports;
• Assist the School Director in preparing the timetable, rosters and course offerings (e.g. preparing course master changes and updates), maintain current sessional faculty seniority and establishment lists, prepare documentation for hiring committees, processing faculty job postings, ensuring new faculty are familiar with equipment and forms, etc.;
• Prepare submit and maintain Google sheet tracking records for all academic processes and councils (including CPF, CELP, IQAP);
• Organize functions and obligations specific to the department of School of Social Science or/and Liberal Arts (schedule meetings, prepare documents for meetings, travel arrangements, etc.);
• Information management, including contact lists for students and program supervisors;
• Coordinate periodic reviews;
• Process transfers and requisitions, work orders, timesheets (and other), in consultation with the Director;
• Reconcile budgets including purchase cards;
• Communicate information electronically (email and GSuite) and responding to various requests such as booking meeting rooms, documents, agendas and minutes;
• Maintaining the School’s files and records Using Google Suite and Excel;
• Working with a variety of software programs including but not limited to: GSuite (Google docs, sheets, forms, calendar, etc.) MS Excel and Word, Adobe Acrobat, Ellucian/Datatel/Colleague, Gmail, Windows Explorer, MS PowerPoint, Tableau database, Business Objects database, and others;
• Manage a University email account, (maintaining, protecting, controlling access);
• Posting faculty office hours; assisting faculty with their office and classroom requests;
• Purchase supplies and test materials for the School;
• Monitor and maintaining inventory;
• Update and maintain the School’s webpages, and social media;
• Liaise with Marketing to update and aid in the coordination of marketing materials;
• Assist students and faculty with graduate teaching assistants (GTAs), teaching assistants (TAs), 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 (including travel arrangements);
• Inform students of various workshops, opportunities, competitions and seminars;
• Ensure students are following necessary steps towards thesis defense; coordinating thesis defenses as needed;
• Assist in the preparation and updates to the annual TA funding request forms.
• Assist with the collection of data and information, and draft documents required for the required program reviews and evaluations;
• Perform other duties as assigned.

Qualifications

• Secondary School Diploma or College Certificate , two (2) years in Administration;
• Three (3) to five (5) years of related experience in office administration, preferably including two (2) to three (3) years in a post-secondary environment;
• Experience and thorough knowledge of Google Suite, MS Word, Excel, PowerPoint, GMail, Calendar, Internet navigation;
• Electronic data organization skills and database manipulation;
• Strong communication and interpersonal skills, experience in customer service;
• Excellent time management, organizational skills with ability to prioritize multiple responsibilities, work under pressure to meet deadlines while contending with multiple distractions; attention to details;
• Ability to identify information, materials and resources required to complete tasks;
• Showing initiative and engagement in the role and tasks at hand;
• Experience with institutional policies, procedures and budgets processes;
• 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;
• Experience with standard office equipment and basic troubleshooting of computer equipment and programs is an asset;
• Experience in event coordination is an asset;
• 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.

Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our Policy allows employees to tailor their work schedules to better suit their individual needs while still ensuring high service delivery.Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery