Requisition Details

Support Staff Full-time New Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Administrative Assistant provides a variety of administrative and clerical support services to the Chairs of the School of Interdisciplinary Studies (INDS). The incumbent assists in the development and maintenance of effective administrative procedures, including orientation of new part and full-time faculty, budgeting assistance, loading and scheduling requirements, creation of employment contracts, and assisting with program advisory committees associated with INDS courses and programs.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 3 days on-site, and 2 days remote.

Responsibilities:

• Providing daily support for the Chairs including scheduling appointments, organizing meetings, handling inquiries from internal and external clients and preparing written communications and reports as requested
• Monitoring directives and taking appropriate follow-up action to ensure information is received to meet required deadlines
• Co-ordinating the administration of Student Appraisal of Teachings (SATs) and faculty performance evaluations
• Maintaining appropriate paper and electronic filing systems and contracting part-time staff to assist with SATs as required
• Monitoring employee absence/vacation records for INDS department employees
• Facilitating orientations and arranging office space, hardware and software account set up for new full and part-time department employees
• Maintaining a listing of full and part-time faculty and teaching assignment and ensuring historical teaching assignments are correct
• Responding to inquiries from full and part-time faculty regarding processes, policies, and procedures
• Working with the scheduling department regarding faculty timetables and Standard Work Formula assignments and gathering, tracking and filing course information for part-time faculty
• Coordinating the review and submission to Human Resources of new part time faculty postings and scheduling interviews for the Chairs and Program Managers
• Co-ordinating the Prior Learning Assessments (PLAR) process for programs under the Chairs and assistant students with questions regarding the process
• Assisting in the preparation of data for budget submission to resolve discrepancies
• Providing Administrative support to the Program Advisory Committee (PAC) including:
  • Preparing and communicating agenda items in a professional and timely manner
  • Working with the Academic Administration to gain approval of PAC members and updating the member database
  • Managing meeting requirements including room bookings, caterings, AV needs and budgets for meetings
  • Preparing action-focused minutes and monitors follow through on action items
  • Completing annual reports as requested by the Executive Dean/Chairs or Office of Academic Administration
• Performing reception duties such as ensuring the area is organized, maintaining adequate supply of forms, sorting/delivering mail, managing mailroom supplies and placing service calls as required for printers/office hardware
• Providing Finance with monthly journal entries regarding copier usage

Qualifications:

• Two-year Diploma in Office Administration, Business, Communication, General Arts and Science, Humanities, Social Science, or other related fields of study is required
• Three years of related practical experience including taking and transcribing meeting minutes and working with various levels of management
• Experience working in the Ontario post-secondary education sector is considered an asset
• In-depth knowledge of Microsoft Office products, including working with databases and Excel
• Knowledge of Learning Management Systems is considered an asset
• Excellent organizational skills, oral and written communication skills
• Excellent interpersonal skills with the ability to communicate professionally, tactfully, and diplomatically
• Strong problem-solving skills with the ability to take Initiative on tasks
• Demonstrated mathematical skills for tracking of expenditures, verifying invoices and budgeting

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