Administrative Assistant, Enrolment Services, Competition # COPE-21-16, Thunder Bay, ON

Administrative Assistant

Enrolment Services

Thunder Bay Campus

Full-Time Permanent

COPE, Level 5

Competition # COPE-21-16

The Administrative Assistant is a creative individual with initiative who is excited by the opportunity to join a team that actively promotes and reinforces why Lakehead University is an exceptional choice. As a member of the Enrolment Services team, this successful applicant to this position will focus on handling the schedules and coordinating meetings for the Associate Registrar, Associate Registrar of Student Awards & Financial Aid, Associate Registrar of Undergraduate Admissions, and the Director of Undergraduate Recruitment, as well as, making all necessary arrangements to support meetings and preparing and coordinating all correspondence to support the respective manager.  This position is required to coordinate and book all travel arrangements and prepare authorization and expense reports, track travel expenditures and ensure all travel arrangements align with the financial policies of the University. The successful applicant will have a solid understanding of office management that includes ordering and organizing all office supplies and materials, room bookings, minute taking, mass mail outs, preparing budget requests and tracking monthly attendance reports for each manager’s respective departments. Providing back up to support the other functions of the Enrolment Services during peak times as required will be part of this role. 

Familiar with the Lakehead University Academic Calendar regulations, specifically university regulations as they apply to student petition late withdrawal submissions.  Liasing with faculty, staff, and students with respects to collection of essential petition documentation.  Maintain petition database to ensure timely turnaround of petition files submitted for review.

This role will also be responsible for ensuring correct registration and confirmation for government student loan recipients through multiple portals and pathways throughout the year.  The successful applicant should have a strong understanding of provincial and federal student loan acts, as they are responsible for the record management of all loan documentation and reviewing and approving profile and supporting documents while acting as a liaison between the university and the provincial and federal governments.  The applicant will have sound organizational management skills in order to develop and report cost codes to provincial governments as requested, and the daily uploading and updating of student files. Working with highly confidential information is also an important aspect of this role.

Qualifications:

• Post-secondary education in Business or the equivalent combination of education and 2

   years’ experience in an Administrative Assistant position;

• Exceptional communication (written and verbal), organizational and interpersonal skills;

• Excellent time management skills and exceptional attention to detail;

• Ability to obtain the utmost confidentiality with respect to student information;

• Proficiency with PCs, general website maintenance, and various office programs including Microsoft

  Office (Word, Excel) with Datatel/Colleague considered an asset

• Detailed knowledge of all facets of Enrolment Services;

• Ability to work effectively both independently and collaboratively

• Demonstrated ability to multitask a variety of high priority duties and work under the pressure

  of deadlines;

• Ability to adapt and learn new systems and software as required;

• Detailed knowledge of University policies, procedures and academic regulations;

• Knowledge of secondary and post-secondary education systems within Canada and

  Ontario considered an asset.

Interested applicants are invited to apply by submitting a single PDF document, quoting #COPE-21-16, containing a cover letter and resume by 4:30 p.m. on November 16, 2021 to:

Office of Human Resources

University Centre

Room UC-0003

Fax: 807-346-7701

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.