Administrative Assistant, Offices of the Associate Vice-President, Research and Graduate Studies and Bio-Refining Research Institute, Competition # COPE-21-14, Thunder Bay, ON
Administrative Assistant
Offices of the Associate Vice-President, Research and Graduate Studies and
Bio-Refining Research Institute
COPE, Level 6 (Under Review)
Full Time, Permanent
Competition # COPE-21-14
The incumbent will provide administrative assistant support to the Associate Vice-President, Research and Graduate Studies (AVPRGS) and the Director, Bio-Refining Research Institute. This position acts in part, as a liaison on behalf of the University, and must therefore always conduct themselves in a professional manner.
Duties:
• Maintain review schedule for all research centres and institutes overseen by the AVPRGS
• Coordinate reviews and provide administrative support for all research centres and institutes overseen
by the AVPRGS
• Coordinate annual reporting for all research centres and institutes overseen by the AVPRGS
• Monitor annual reports for all research centres and institutes overseen by the AVPRGS, and follow up
with Directors regarding missing reports and/or information
• Prepare Executive Summaries of the annual reports for the Senate Research Committee (SRC)
• Provide administrative support to the AVPRGS including calendar keeping, budget monitoring, setting
up meetings, and taking Minutes, preparing final reports and executive summaries, providing
background materials and briefing notes as needed
• Provide background information on external awards as needed
• Monitor and update awards calendar and deadlines for external awards nominations
• Monitor the status of award nomination packages
• Prepare application files for award nomination packages
• Contact internal and external researchers and administrators writing support letters
• Schedule committee meetings as needed
• Provide meeting materials including background research as needed
• Provide meeting Minutes and keep action items updated
• Prepare final reports and action plans in committee related duties
• Data management and reporting
• Coordinating special events and workshops
• Responsible for providing administrative support to BRI Director,
• Maintain and coordinate the annual reporting, monthly attendance for biorefining research institute and
green processes research centre.
• Process annual reports from research staff, produce executive summaries of all annual
reports, take Minutes of meetings
• Order chemicals/equipment, communicate with chemical/equipment suppliers and researchers outside BRI
and Lakehead University
• Coordinate meetings/conferences/events/workshops.
• Review academic/nonacademic documents generated at BRI
• Maintain BRI website
• Perform other related duties as required
Qualifications:
• Post-secondary degree in Social Sciences & Humanities (preferred) or diploma in a related field;
• 3 years’ experience in an administrative assistant position in a University environment, with experience in
a research environment an asset;
• Proficiency with PCs, general website maintenance, and various office programs including Microsoft
Office (Word, Excel, Publisher);
• Experience providing administrative support to governance and oversight boards/committees;
• Experience preparing briefing notes and background research;
• Demonstrated experience with Datatel/Colleague considered an asset;
• Exceptional communication, organizational, and interpersonal skills;
• Demonstrated ability to multitask a variety of high prioriy duties and work under the pressure of deadlines;
• Demonstrated ability to provide administrative support for a variety of diverse committees/boards under
very tight deadlines;
• Excellent writing skills;
• Strong capacity for independent judgement;
• Demonstrated ability to work and handle all office duties and communications in a confidential and
diplomatic manner;
• Demonstrated experience and knowledge in a university research environment with an understanding
of deadline driven duties, a fast-paced environment, and potential unexpected volumes of work.
Interested INTERNAL applicants are invited to submit a single PDF document quoting competition # COPE-21-14, containing a cover letter, resume and the contact information of three professional references by 4:30 p.m. on September 22, 2021 to:
Office of Human Resources
Email: careers@lakeheadu.ca
We appreciate your interest; however, only those selected for an interview will be notified.
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343.8334 or human.resources@lakeheadu.ca to make appropriate arrangements.