Administrative Assistant - Part-time, Temporary - 2 year contract
Dated: September 4, 2015 Expires: September 18, 2015
ADMINISTRATIVE ASSISTANT
Department of Health Sciences
Part-time - 21 hours per week
Position - under review ? COPE level 5
2-year contract
Reporting to the Department Chair, the incumbent will provide administrative support to the Chair and faculty of the Health Sciences 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.); mail services
- Use of curriculum navigator system for calendar changes;
- Respond to ongoing and frequent inquiries from active students; refer as necessary to Graduate Coordinators or Department Chair.
- Coordinate thesis process including monitoring of completion & processing of required forms, defense presentations, external examiner reviews; etc.
- Notify students of course cancellations.
- Coordinate student attendance at annual CPHA Conference.
- Monitor submission of required travel forms of students selected to attend Department-subsidized conferences to ensure reimbursement to the student.
- Coordinate Human Resources administrative requirements;
- Maintain budget verifications and receipts of purchases;
- Purchase relevant supplies; submit Maintenance 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 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 required
- 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,
- Familiarity with University policies and procedures an asset.
Preference will be given to internal COPE applicants. Applicants are invited to apply 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.
Lakehead University is committed to supporting an inclusive and accessible environment. Please ask us how we may help you by contacting:
Human Resources
955 Oliver Rd. Thunder Bay, ON P7B 5E1
UC 0003
(807) 343 - 8334