Administrative Assistant, Departments of Languages & ORPT, Competition # COPE-22-03, Thunder Bay, ON

*Internal

Administrative Assistant

Departments of Languages & ORPT

COPE, Level 5 (under review)

Full Time, Permanent

Competition # COPE-22-03

Under general supervision, the incumbent will provide advanced administrative support to the Departments of Languages and Outdoor Recreation, Parks and Tourism (ORPT)  including the Chairs of the Department, Department committees, Faculty members engaged in teaching and service duties to the Departments, and to represent the Departments 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:

• Respond to students, faculty and community seeking support in person.

• Answer phone and direct calls

• Submit and manage calendar changes in Navigator

• Complete all department forms, hiring forms, etc., send for signatures

• Manage the department’s workflow by prioritizing workload and send weekly emails describing need-

   to-complete tasks to department chairs

•  File risk management plans: receive, file, and maintain records of RM plans (ORPT)

• Work with faculty/staff to create and ensure completion of pre-trip checklist (ORPT)

• Ensure drivers are trained and have appropriate documentation on file before they drive

  students; work with other university personnel who maintain the records to ensure records

  are updated (ORPT)

• Schedule meetings, events, rooms, and equipment, manage calendars for chairs

• Scheduling tasks (timetabling using DCU, exam timetables, work with faculty on any

   accommodations, understand process for faculty accommodations related to the

   timetable, manage communications with students concerning course changes, room

   changes, delivery changes, etc.)

• Manage and pay p-card and invoices, manage appropriate chain of approvals, order

   materials from internal and external vendors, pay invoices a timely manner

• Produce and organize records of payment

• Maintain scans of all teachers’ departmental course outlines, and manage any internal

  documents for teaching (templates, etc. on google drive with access to all teachers)

• Manage urgent print jobs, and manage printer queue and priorities

• Maintain departments’ websites, ensure all information is accurate and current

• Post events on the website and in the communications bulletin

• Assist in creations of new websites (get provided content online)

• Assure documents, photos, etc. on website are in accessible format

•  Regularly update faculty information, and reach out at least annually for updated information

•  Other duties as required

QUALIFICATIONS:

•  Minimum requirement relevant post-secondary education coupled with a minimum

   of three years’ experience in an administrative assistant position.

• Proficiency with Microsoft Office Suite, Google Suite, including email, calendar

  (for self and chairs), sheets (for posting sign-ups, positions, etc), and Google Drive for

  managing shared files.

• Demonstrated experience with Mitel, Colleague, Navigator, DCU, web development packages.

• Experience with scheduling

• Proficiency setting up meetings on Zoom and sending links to calendars.

• Excellent communication, and understanding of appropriate office communication

• Excellent administrative and organizational skills.

• Familiarity with office practices, procedures, and equipment.

• Demonstrated ability to exercise judgement, take initiative, solve problems, and organize tasks without

   supervisor input.

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

• Ability to manage all the tasks of annual cycles in a self-directed way.

• Ability to prioritize tasks for departments and chairs

• Administrative support experience in post-secondary educational environments with

  proficiency and confidence in academic meeting and minuting protocols preferred

Interested applicants are invited to submit a single PDF document quoting competition # COPE-22-03, containing a cover letter, resume, along with the contact information of three professional references by 4:30 p.m. on April 4, 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.