Administrative Assistant
Overview
Supporting three departments: Indigenous Learning; Gender and Women’s Studies; Social Justice Studies; this role provides overall office administration and supports a welcoming professional environment.
Responsibilities
Reception/Advising
- Respond to students, faculty, contract lecturers, Lakehead University colleagues and community seeking support in person.
- Answer phone and direct calls, use out of office feature for time away. Return missed calls and respond to messages.
- Respond to email, and use out of office function when away from email, use mailboxes to organize email.
- Advise students on classroom locations and notify students of room changes, post cancellations.
Administrative Duties
- Schedule tasks, manage calendars and communicate with cognate undergraduate and graduate related units.
- Work with navigator to input and monitor all course and program changes.
- Complete all department/unit forms, hiring forms, etc., send for signatures
- Manage the department’s/unit's workflow by prioritizing workload and send weekly emails describing need-to-complete tasks to department chairs
- Provide assistance in PTR, Merit and annual reports. Compile (and store) departmental annual reports.
-Assist with cyclical review of programs
- Craft and produce memos, minutes, and departmental correspondence
- Create brochure, posters, PowerPoints, etc. for promotional/recruitment purposes
- Coordinate and schedule meetings and events
- Order textbooks, desk copies, cancopy course packages, materials in a timely way, and send out requests to faculty for book order information at the appropriate time of year.
- Assist in assembly of course packets, and other instructional materials, as needed
- Purchase supplies and stationary for departments/units on and off campus sources
- Create, maintain, and organize digital records and backups in Google drive ensuring confidentiality and security of all files.
- Manage and pay p-card and invoices, manage appropriate chain of approvals, order materials from internal and external vendors, pay invoices a timely manner
- Arrange travel and accommodations for visitors (Concur System, book hotels, reimbursement of flights, visiting speakers.
- Organize and maintain general office area
- Department Health and Safety Rep/ Fire Warden for Building
- Produce meeting agendas and meeting material/collage department reports for departments/units and committees
- Manage all graduate files
-Onboard new Sessional Instructors, Undergraduate Markers, and Graduate Assistants.
-Assist in administration of Faculty research
-Manage spendings and conduct authorized transactions on the department credit card
- Provide guidance to students with registration
- Maintain records of prospective and current students
-Assist with Change of Marks and Final Mark records
- Assist the Program Coordinator (GWS and SJS) throughout the admissions process to the graduate programs, assisting with the application and nomination processes for awards and scholarships.
-Assist Chair with undergrad awards (ex. GWS’s Helen Smith award. Gather a report as requested of Average grades, promote the Portal for Awards in the newsletter, ect...)
- Scanning, Photocopy, work with Printshop
Website/Accessibility
-Maintain websites, ensure all information is accurate and current; Post events; Assist in creations of new websites; Assure documents, photos, etc. on website are in accessible format
-Produce 3 newsletters per year for GWS and post on the GWS webpage and share with email mailing list (fall, winter and spring newsletter)
Qualifications
-Post-secondary education with 2 years minimum related to administrative assistance preferably in a post-secondary setting
-Proficiency with Microsoft Office Suite
-Proficiency Google Suite, including email, calendar (for self and chairs), sheets (for posting sign-ups, positions, etc), and Google Drive for managing shared files.
-Proficiency with Mitel/3CX, Datatel/Ellucian, Navigator, DCU, web development packages.
-Proficiency with scheduling (Doodle Poll, Google Calendar/Drive)
-Proficiency setting up meetings on Zoom, and sending links to calendars.
-Excellent communication, spelling and grammar skills in both written and verbal and understanding of appropriate office communication.
-Excellent administrative and organizational skills to ensure efficiency and effectiveness
-Interpersonal skills
-Familiarity with contemporary office practices, procedures, and equipment.
-Ability to exercise judgement, take initiative, solve problems, and organize tasks without supervisor input.
-Ability to manage all the tasks of annual cycles in a self-directed way.
-Ability to prioritize tasks for departments and chairs, helping your supervisor be aware of necessary deadlines and tasks across the year.
-Ability to work independently and as a team player
-Ability to multitask a variety of high priority duties and respect deadlines for 3 departments/units
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.