Administrative Assistant
Overview
This position is posted until filled.
The Administrative Assistant is responsible for the day-to-day administration of the Office of Student Affairs. This role provides comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar, and the Associate Vice-Provost, Students. The incumbent serves as a key point of contact for the office, manages administrative processes, coordinates meetings and events, maintains records, and supports the efficient operation of the Student Affairs portfolio while ensuring a high standard of service, professionalism, and confidentiality.
Responsibilities
- Coordinate and manage the daily administrative operations of the Office of Student Affairs to ensure the efficient functioning of the portfolio.
- Provide comprehensive administrative, coordination, and logistical support to the Vice-Provost, Students & Registrar and the Associate Vice-Provost, Students.
- Manage complex calendars, meetings, travel arrangements, events, and competing priorities while ensuring critical deadlines are met.
- Coordinate committee meetings, prepare agendas and meeting materials, record minutes, and monitor follow-up actions.
- Plan, coordinate, and track short- and long-term projects, ensuring timelines, deliverables, and administrative requirements are met.
- Develop, implement, and continuously improve administrative processes, procedures, and standard operating practices to enhance operational efficiency.
- Support the implementation and administration of University regulations, policies, and procedures related to Student Affairs.
- Assist with recruitment, onboarding, orientation, and training activities for administrative staff within the Student Affairs portfolio.
- Coordinate office financial processes, including budget monitoring, invoice processing, travel and purchasing documentation, expense reconciliation, and financial reporting.
- Serve as a primary point of contact for faculty, staff, students, and external stakeholders, providing professional service and coordinating the flow of information.
- Prepare, edit, and maintain a variety of correspondence, reports, presentations, records, and confidential documentation.
- Maintain accurate records, filing systems, and student-related documentation while ensuring confidentiality and compliance with University policies.
- Coordinate student appeals, deferrals, and other administrative processes in collaboration with internal departments.
- Support special projects, investigations, and strategic initiatives across the Student Affairs portfolio as assigned.
- Foster collaboration across Student Affairs units to promote consistent, effective, and service-oriented administrative practices.
Qualifications
- Bachelor's degree in Business Administration, Office Administration, Public Administration, or a related field.
- Minimum of five (5) years of progressively responsible administrative experience supporting senior leaders or executives.
- Demonstrated experience handling confidential, sensitive, and complex matters with professionalism, sound judgment, tact, and discretion.
- Excellent interpersonal, verbal, and written communication skills, with the ability to build effective working relationships with faculty, staff, students, senior leadership, and external stakeholders.
- Strong organizational and time management skills with the ability to manage multiple priorities, coordinate complex schedules, and meet competing deadlines.
- Experience interpreting, applying, and supporting organizational policies, procedures, and administrative processes.
- Proven ability to establish, maintain, and continuously improve office systems, procedures, and administrative workflows.
- High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Zoom, and other office technologies, with the ability to quickly learn new software applications.
- Excellent research, report writing, meeting coordination, and minute-taking skills.
- Strong analytical, problem-solving, and critical-thinking abilities with exceptional attention to detail and accuracy.
- Demonstrated ability to work independently, exercise initiative, and adapt to changing priorities in a fast-paced environment.
- Knowledge of meeting protocol, diplomacy, and professional administrative practices.
- Experience providing exceptional customer service and responding to inquiries in a professional, timely, and responsive manner.
- Experience working in a post-secondary or similarly complex organizational environment is considered an asset.
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.