Scheduling & Administrative Assistant, Undergraduate Studies in Education (USE), Competition # COPE-22-01, Thunder Bay, ON

Scheduling & Administrative Assistant

Undergraduate Studies in Education (USE)

Faculty of Education

Full time, Permanent

COPE, Level 7

Competition # COPE-22-01

Reporting to the Chair, and an integral part of the USE team and Faculty of Education, the incumbent is responsible for overall administrative responsibilities associated with the department of Undergraduate Studies in the Faculty of Education. 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 program, provide professional, tactful and knowledgeable support to all staff, students, faculty members and the community;

Perform high-level organization of scheduling, course allocation, etc. associated with all programming, including I/S program in Orillia;

Schedule over 300 course sections for the program, collaborating closely with the Chair and liaising directly with Enrolment Services to coordinate very intricate aspects of scheduling;

Coordinate teaching loads for approximately 8 Faculty, and teaching loads and all hiring processes for over 80 Contract Lecturers;

Provide administrative assistance to the Chair, including answering and/or directing student and community inquiries, correspondence and reports;

Accurately maintain highly detailed databases and organized electronic files with enrolment and program statistics;

Other related duties as required.

QUALIFICATIONS:

Post-secondary education in Business Administration or five years of experience reflecting increasing administrative responsibility. University or College setting preferred.

Experience working in a similar capacity with advanced skills in scheduling and university processes, policies and procedures;

High proficiency with university software platforms (Timetabler DCU, Concur) as well as advanced ability working with Google Workspace (most specifically Sheets, Docs, Calendar and Drive), and Zoom;·              

Experience managing the flow of a complex, fast-paced office environment;

Experience managing a very busy schedule/calendar;

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

Superior customer service skills;       

Excellent skills in understanding and interpreting procedures, policies and guidelines;

Familiarity with University policies and procedures would be an asset;            

Excellent time management and exceptional attention to detail;     

Excellent written and oral communication skills including proven editing skills;              

Excellent 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-22-01 containing a cover letter, resume and contact information for three professional references by 4:30 p.m. on February 8, 2022 to:

Office of Human Resources

University Centre

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.