Administrative Assistant to the Dean, Faculty of Education, Competition # COPE-21-18, Thunder Bay, ON

*INTERNAL*

Administrative Assistant to the Dean

Faculty of Education

Thunder Bay Campus

Full Time, Permanent

COPE, Level 8

Competition # COPE-21-18

Reporting to the Dean, and working very closely with faculty and administration in all five departments, the Administrative Assistant to the Dean is an integral part of the Faculty of Education. The ideal candidate would be committed to the values of the faculty and have, or be able to quickly develop, a thorough understanding of the work of the faculty. The key personal attributes are a well developed sense of professionalism, a collegial and collaborative nature, initiative and an ethic of service. 

A brief outline of the responsibilities follows. A job fact sheet detailing the required duties is available in the Office of Human Resources.

DUTIES:

As first point of contact for the Office of the Dean, provide approachable, confidential and professional support to faculty, staff, students and members of the community;

Provide executive level administrative support to the Dean, including liaising with multiple external organizations, associations and governing bodies in the field of Education;

Manage all administrative operations for over 25 full time professors, including but not limited to coordinating recruitment, teaching load selection, annual reports, PTR and merit processes;

Create and maintain highly detailed spreadsheets (Google Sheets) and files, with extensive coordination and data sharing between all five departments within the faculty;

Oversee and coordinate faculty communications, such as maintaining the website, ensuring print materials, instructor resources and handbooks are current and accurate, maintaining a calendar of events including faculty-wide bulletins, organizing Faculty Council and executive meetings;

Other related duties as required.

QUALIFICATIONS:

Post-secondary education, preferably in Business or Office Administration and a minimum of 5 years related experience reflecting increasing administrative responsibility;

Advanced proficiency with computers, including Google Workspace (Sheets, Drive, Forms, etc), Zoom, and accurate web page editing skills;

Working knowledge of LUFA Collective Agreement and other university processes, policies and procedures regarding full time faculty;

Excellent communication, interpersonal and teamwork skills, including tact, professionalism and a willingness to be proactive towards new and innovative ideas;

Exceptional attention to detail;

Demonstrated ability to work and handle all office duties in a confidential and diplomatic manner

Strong organizational, time management and problem-solving skills;

Ability to multitask a variety of duties with frequent interruptions;

Knowledge of educational authorities and organizations, including the Ontario College of Teachers (OCT) considered an asset.

Interested applicants are invited to apply by submitting a single PDF document, quoting #COPE-21-18, containing a cover letter, resume and the contact information of three professional references by 4:30 p.m. on December 3, 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.