Administrative Assistant
Overview
Reporting to the Director, School of Social Work, the Administrative Assistant serves as the first point of contact for the School and provides comprehensive front-line administrative and academic support. This position supports the Director, Graduate Coordinator, Undergraduate Coordinator, Field Coordinators, faculty members, committees, and both undergraduate and graduate students across campuses.
This is a dynamic and highly visible role requiring professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced academic environment. The incumbent regularly supports students in distress, resolves complex scheduling and space challenges, and works both independently and collaboratively to ensure the efficient operation of the School. As Directors rotate and may be located on either campus, this position requires flexibility, initiative, and the ability to troubleshoot effectively with minimal supervision when required.
Responsibilities
Administrative &Office Management
- Provide comprehensive administrative support to the Director and faculty, including scheduling, correspondence, attendance reporting, meeting coordination, and preparation of documents.
- Attend and record minutes for faculty meetings, School Council, Field Advisory Council, committees, and student appeals.
- Coordinate room bookings, video conferencing, catering, and event logistics.
- Manage department purchasing
- Maintain confidential student and departmental records and filing systems.
Academic & Student Support
- Provide front-line advising to undergraduate and graduate students regarding program requirements, course selection, registration changes, degree audits, and progression requirements.
- Support MSW application processing, including reviewing applications, tracking documentation, preparing summary spreadsheets for faculty review, and coordinating admission letters.
- Coordinate Graduate Assistant (GA) documentation and funding information.
- Prepare documentation including letters of completion, vulnerable sector check letters, and field placement forms.
- Support accreditation processes (e.g., CASWE, IQAP).
- Assist with change of registration and change of mark processes.
- Provide support and referrals for students experiencing distress or academic challenges.
Recruitment & Outreach
- Respond to inquiries from prospective students via phone, email, and in person.
- Attend and support recruitment events and campus initiatives.
- Meet with prospective students and families to provide program information.
- Coordinate communications to students, including preparation and distribution of mass emails.
- Maintain and update School of Social Work webpages.
Operational & Graduate Program Support
- Run academic and enrollment reports using institutional systems.
- Coordinate annual orientation events (undergraduate and graduate).
- Support field placement coordination, including tracking required forms and documentation.
- Liaise regularly with Graduate Studies, Student Affairs, IT, Scheduling, Financial Services, and other university departments.
Qualifications
- Minimum of a college diploma in Business Administration, Executive Administration, or a related field.
- 5–7 years of experience in an administrative or office management role, preferably within a post-secondary academic environment.
- Demonstrated experience providing front-line client service and supporting multiple stakeholders.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using institutional information systems for academic reporting.
- Strong organizational, time-management, and prioritization skills with the ability to manage multiple competing deadlines.
- Excellent written, verbal, and interpersonal communication skills.
- Knowledge of academic processes, accreditation procedures, and university policies considered an asset.
- WHMIS certification (or willingness to obtain).
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.