Administrative Assistant, Departments of Chemistry and Mathematical Sciences, Competition # COPE-21-19, Thunder Bay, ON

INTERNAL COPE

Administrative Assistant

Departments of Chemistry and Mathematical Sciences

Thunder Bay Campus

Full-Time Permanent

COPE, Level 7

Competition # COPE-21-19

DUTIES:

• Provide confidential administrative support to the departments of Chemistry and Mathematical Sciences
• Front-line contact for all departmental/student inquiries (in person, on the telephone, or by email)
• Complete work and purchase requisitions using enterprise tools such as Colleague.
• Provide scheduling information for course and exam timetables.
• Provide information, including guidelines and policies, relevant to all students needs (prerequisites, course overloads, student applications to federal funding agencies) or provide directions for further assistance
• Assist with the drafting and compilation of documents and tables using computer programs such as Word, Excel, Adobe Acrobat
• Maintain the monthly attendance of support staff and technical staff.
• Complete Part-Time Academic Forms for the hiring of contract lecturers, summer student research assistants, etc.
• Coordinate distribute collect and summarize the ballots for all faculty applications for promotion tenure and merit.
• Store and organize documents, forms, templates, job applications, minutes, etc on shared Google Drive folders and/or other electronic storage devices
• Prepare and disseminate notices of upcoming meetings, competitions, seminars guest speakers, students honor seminars, and other departmentally events
• Review monthly budget statements and report discrepancies to departmental chair
• Record departmental minutes and maintain departmental website
• Other related duties as required.

QUALIFICATIONS:

• Post-secondary education, preferably in Business or Office Administration, coupled with a minimum of three years’ experience in an administrative assistant position;
• Proficiency with computer software programs, including the Microsoft Office Suite and Adobe suites, as well as webpage management;
• Experience operating Google email and calendar scheduling systems;
• Experience with Datatel/Colleague for budget reporting, purchase requisitions, considered an asset;
• Working knowledge of the Timetabler DCU software is desired;
• Effective communication, organizational and interpersonal skills;
• Demonstrated ability to work and handle all office duties in a confidential and diplomatic manner;
• Demonstrated ability to multitask a variety of high priority duties and work under the pressure of deadlines;
• Excellent spelling and grammar skills;
• Strong capacity for independent judgement.

A job fact sheet detailing the required duties is available in the Office of Human Resources

Interested internal applicants are invited to apply by submitting a single PDF document quoting competition

# COPE-21-19, containing a cover letter and resume by 4:30 p.m. on December 13, 2021 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 racialized groups/visible minorities, Aboriginal persons and persons with disabilities, and persons of any sexual orientation, gender identify or gender expression. Lakehead University is committed to an environment of open access to employment opportunities. Accommodations are available for all applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources. We appreciate your interest, however, only those selected for an interview will be notified