Administrative Assistant - Faculty of Law

Administrative Assistant - Faculty of Law

COPE, Level 7 (under review)

$43,206.80 to $49,977.20

Under general supervision, the incumbent will provide administrative support to the Dean of the Faculty of Law. The following is a brief outline of the responsibilities. A job fact sheet detailing the required duties is available in the Office of Human Resources.

DUTIES:

• Provide administrative support to the Dean of the Faculty of Law, including arranging appointments, meetings, conferences and events, travel, etc.;

• Type, distribute, and archive correspondence, minutes, and memorandums;

• Maintain the Faculty's electronic filing system and webpages;

• Handle confidential documents (e.g., academic reprisals, disciplinary proceedings, ballots for promotion, tenure and renewal [PTR]) following FIPPA protocols;

• Prepare acceptance letters of Contract Lecturers, ensuring that the necessary hire forms are signed letters of offer are completed, received are forwarded in a timely manner;

• Liaise and work collaboratively with various University departments and external agencies;

• Assist the Dean in administering the LUFA Collective Agreement, including sabbatical leave applications, merit applications, annual reports, and promotion, tenure and renewal matters;

• Receive, input, and distribute Academic Calendar change proposals for approval;

• Manage and coordinate the faculty Annual Reports process;

• Update course descriptions, handbooks and other academic policy documents as required;

• Initiate and oversee paper-based course evaluations throughout the calendar year;

• Coordinate faculty recruitment processes, including tenure-track and limited-term appointments;

• Prepare various financial reports, participate in budget planning and review, and manage expenditures including preparation of cheque requisitions, departmental budget transfers, and purchase requisitions for processing;

• Assist with scheduling Aboriginal Advisory Committee meetings and events;

• Other related duties as required.

QUALIFICATIONS:

• Post-secondary education, preferably in administration, coupled with a minimum of three years' experience in a senior level secretarial position;

• Proficiency with computer software programs, including the Microsoft Office and Adobe suites, as well as webpage management;

• Experience operating Google email and calendar scheduling systems;

• Working knowledge of database systems;

• Experience with Datatel/Colleague for budget reporting, purchase requisitions, et cetera considered an asset;

• Excellent communication, organizational and interpersonal skills;

• Ability to work and handle all office duties in a confidential and diplomatic manner;

• Ability to multitask a variety of high priority duties and work under the pressure of deadlines;

• Excellent spelling and grammar skills;

• Demonstrated ability to provide support and assistance with cultural competency in all interactions;

• Ability to work independently.

Applications, including a cover letter, curriculum vitae, and the names of three references (who will not be contacted without consent of the applicant), should be submitted electronically to the address below:

Office of Human Resources
University Centre
Room UC-0003
Fax: 807-346-7701
Email:  mailto:careers@lakeheadu.ca

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, members of racialized groups/visible minorities, Aboriginal persons and persons with disabilities, and persons of any sexual orientation, gender identify or gender expression. Lakehead University is committed to an environment of open access to employment opportunities. Accommodations are available for all applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources. We appreciate your interest, however, only those selected for an interview will be notified