Administrative Assistant, Department of Psychology, Competition # COPE-21-21, Thunder Bay, ON

Administrative Assistant

Department of Psychology

Thunder Bay Campus

Full-Time, Temporary

COPE, Level 5

Competition # COPE-21-21

Under general supervision, the incumbent will provide administrative support to the Department of Psychology, including the Chair of the Department, Department committees, Psychology Program Coordinator, Faculty members engaged in teaching and service duties to the Department, and to represent the Department as its first point of contact for current and future students, other members of the university community, and outside professionals and members of the public. A job fact sheet detailing the required duties is available in the Office of Human Resources.

DUTIES:

• Provide advanced administrative support to the Department Chair, Program Coordinator, department committees on a wide variety of complex, sensitive and confidential issues;
• Serve as timetable representative to the department for exam scheduling and support the Program Coordinator and Chair in course scheduling;
• Enter, submit, and monitor calendar changes through Curriculum Navigator system as directed;
• Assist the Program Coordinator, Chair, and Graduate Program Directors with program admissions processes and with application and nomination processes for Graduate Assistantships, awards and scholarships;
• Coordinate graduate student thesis/dissertation proposal and final defenses, including finding an examination Chair, booking a date and room, directing students to appropriate forms, and preparing forms;
• Compile information, and use software to summarize and present information in tables and graphs;
• Make travel arrangements, process requests and reimbursements in the Concur system;
• Assist with all matters relating to the hiring of contract lecturers, term appointments and faculty, including the preparation, approval, and circulation of positions, scheduling interviews, preparing employee information forms, and ensuring that new hires have the information and resources necessary for a welcome arrival;
• Make arrangements for meetings and presentations, and take minutes as requested
• Store, track, and circulate clinical test kits, scoring sheets and protocols in line with test library policy; monitor supplies for repair or replacement
• Write professional and clear memoranda and email communications
• Gather news and events, use software to generate departmental newsletters
• Monitor department email account and respond to program inquiries by email, telephone, in-person in a friendly and professional manner;
• Create and maintain digital and physical filing systems and maintain equipment and supplies
• Copy, scan, file and handle mail;
• Monitor and update departmental social media presence and website;
• Perform other duties as required

QUALIFICATIONS:

• Minimum requirement relevant College diploma or Bachelor’s degree;
• Proficiency with computer software programs, including the Microsoft Office Suite and Adobe suites, as well as Datatel/Colleague;
• Ability to adapt and learn new systems and software as required;
• Superior customer service skills;
• Familiarity with University policies and procedures would be an asset;
• Excellent time management and exceptional attention to detail
• Excellent written and oral 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 in a busy office with frequent interruptions;
• Excellent spelling and grammar skills;
• Strong capacity for independent judgement.

Internal COPE applicants will be considered prior to external applicants

Interested applicants are invited to submit a single PDF document quoting competition #COPE-21-21 containing a cover letter, resume and contact information for three professional references by 4:30 p.m. on December 13, 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.