Administrative Assistant - Up to 8 Month Contract

Dated: April 10, 2015                Expires: April 20, 2015 

             8:30 a.m.                                4:30 p.m.
             
             

Under general supervision, the incumbent will provide administrative and receptionist support to the Chairs and faculty of Music and Visual Arts to facilitate daily operations. The following is a brief outline of the responsibilities.  A detailed job fact sheet and salary range is available by contacting Human Resources.

DUTIES:

• Provide general administrative assistance (e.g., draft/produce correspondence, confidential reports and proposals, composing memos/letters/forms, course material, course evaluations, minutes, agendas, etc.);
• Manage waiting lists for courses, assess the needs of students and move them to classes appropriately;
• Facilitate the organizing of the Music Concert Series and brochures;
• Coordinate all room and practice session bookings for lessons;
• Coordinate bookings for recitals and student juries;
• Oversee the staff forms and time cards for 10 part-time student workers (OWSP);
• Maintain, monitor and/or operate the information system  for the Department including computer, programs, website, and telephone;
• Maintain budget verifications and receipts of purchases;
• Organize and maintain the office filing system;
• Schedule meetings, events, equipment and arrange accommodations for Chair, faculty, etc.;
• Respond to counter/telephone/e-mail/walk-in inquiries as required;
• Organize and maintain the general office areas;
• Perform other related duties as required.

QUALIFICATIONS:

• Post secondary education along with two years of 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).

Priority will be given to current internal COPE employees. 
   

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.