Administrative Assistant

Category:

Administrative/Staff Positions - Thunder Bay Campus

Application Deadline:

Friday, February 6, 2015 - 12:00am

Faculty of Health and Behavioural Sciences

COPE, Level 6 (Under Review)

Under general supervision, the incumbent will provide administrative support to the Dean of the Faculty of Health and Behavioural Sciences. 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 Health and Behavioural Sciences, including arranging appointments, meetings, conferences and events, travel, etc.;

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

Maintain the Faculty of Health and Behavioural Sciences' electronic filing system and webpages;

Handle confidential documents (e.g., academic reappraisals, 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;

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, as well as cheque requisitions, departmental budget transfers, and purchase requisitions for processing;

Other related duties as required.

QUALIFICATIONS:

Post-secondary education, preferably in administration, coupled with a minimum of two years' experience in a similar administrative support role;

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;

Ability to work independently.

Interested applicants are invited to submit a cover letter, resume and contact information for three references to:

Office of Human Resources

University Centre

Room UC-0003

Fax: 807-346-7701

Email: human.resources@lakeheadu.ca