Administrative Assistant - Part Time (17.5 hours per week) Department of Languages

Category: 
Administrative/Staff Positions - Thunder Bay Campus
Application Deadline: 
Saturday, October 3, 2015 - 4:30pm

Dated:     September 16, 2015                    Expires: October 3, 2015       


ADMINISTRATIVE ASSISTANT
Department of Languages
Part-time - 17.5 hours per week


Under general supervision, the incumbent will provide administrative and receptionist support to the Chairs and faculty of the Languages Department to facilitate daily operations. This position will be the front line support to assist in faculty and student issues. The following is a brief outline of the responsibilities.


DUTIES:

  • Provide general administrative assistance (e.g., draft/produce correspondence, confidential reports and proposals, composing memos/letters/forms, course material, course evaluations, minutes, agendas, photocopying etc.);
  • Managing mail, delivery and receiving documents from print shop;
  • Completion of the course loading sheets;
  • Use of curriculum navigator system for calendar changes;
  • Manage current student roster majoring in French, waiting lists for courses, assess students' needs and move them to classes appropriately;
  • Process instructor applications, coordinate interviews and office space for new and existing lecturers;
  • Maintain, monitor and/or operate the Department's information system including computer programs, website, and telephone;
  • Maintain budget verifications and receipts of purchases;
  • Purchase of relevant supplies, submitting work orders;
  • Organize and maintain the office filing system;
  • Schedule meetings, events, equipment for Chair, faculty, etc.;
  • Respond to counter/telephone/e-mail/walk-in inquiries as required,  directing inquiries as may be necessary;
  • Collaborate and work with administration and other University departments in the efficient performance of duties
  • Organize and maintain the general office areas;
  • Perform other related duties as required.


QUALIFICATIONS:

  • Post secondary education along with two years' related administrative assistant experience preferred;
  • Proficiency with PCs, general website maintenance, and various office programs including Microsoft Office (Word, Excel);
  • Proficiency with Datatel system an asset;
  • Ability to interact with students, staff and the public, exercising diplomacy and discretion;
  • Excellent communication, spelling and grammar skills, both written and verbal;
  • Excellent organizational, interpersonal and customer service skills;
  • Excellent administrative skills to ensure efficiency and effectiveness;
  • Initiative and judgment skills to ensure matters are addressed accurately and appropriately;
  • Ability to work within a culturally diverse environment;
  • Ability to work and handle all office duties in a confidential manner;
  • Ability to multitask a variety of high priority duties and work under the pressure of deadlines;
  • Ability to work independently and as a team player;
  • Ability to use a variety of office equipment, such as photocopiers, fax machines, etc;
  • Familiarity with Lakehead University routines, policies and procedures (i.e. Lakehead Calendar, Occupational Health & Safety Act).
  • Bilingual (French and English) would be an asset, but not a requirement.


Applicants are invited to apply by providing the names of three references and Confirmation of Immigration/Citizenship (http://hr.lakeheadu.ca/pdf/immig.pdf)  to:


Office of Human Resources
University Centre
Room UC-0003
Fax: (807) 346-7701
Email: human.resources@lakeheadu.ca


Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, members of visible minorities, Aboriginal persons and persons with disabilities.  We appreciate your interest; however, only those selected for an interview will be notified. Please note that should accommodations be required to facilitate an interview, candidates are asked to contact Human Resources.