ADMINISTRATIVE ASSISTANT TO THE DEAN Faculty of Engineering, COPE, Level 7 Competition # COPE-22-07, Thunder Bay, ON

ADMINISTRATIVE ASSISTANT TO THE DEAN

Faculty of Engineering

Full time, Permanent Position

COPE, Level 7

Competition # COPE-22-07

The Administrative Assistant reports directly to the Dean and is responsible for a very broad range of duties and an exceptionally high-volume workload in a very dynamic environment.  The Administrative Assistant position plays an important role in achieving the Faculty’s strategic direction and, as such, requires an individual with strong leadership abilities, a diverse range of skills and knowledge, and the ability to represent the Dean in the best possible manner. 

DUTIES:  This position will exercise considerable judgment and independence to provide administrative support functions including facilitating the production of complex documents/materials; coordinating, organizing or planning meetings/events; monitoring and analyzing departmental budgets/expenses; ensuring efficient operation of the office; inputting payroll; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or  formats; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

In addition to providing administrative support, the position works in a highly confidential manner, investigates and helps resolve issues, develops proposals and materials, makes recommendations, and coordinates responses on the Dean’s behalf.  Other key responsibilities include the coordination of the itineraries of scholars and other visitors to the Faculty as well as planning and implementation of a number of special events and activities.  These responsibilities often require the coordination of activities off campus and outside of the normal university hours and require acting as an ambassador for the Faculty.

This position will contribute to the effective functioning of the Faculty by providing administrative support to the Dean (as well as Associate Dean for Student Affairs in the area of co-ordination of processes regarding academic honesty and student awards); event planning and secretarial support to committees ensuring accuracy and completeness.  As a member of the Office of the Dean, acts as back-up to Dean and other Associate Dean in the absence of other senior support staff.

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

QUALIFICATIONS:  The ideal candidate will have post-secondary education with 3-5 years’ experience in an advanced administrative assistant position.  Experience in an academic setting would be an asset. Must be proficient with Microsoft Office suite, Colleague/Datatel and have the ability to adapt and learn new systems and software as required. The incumbent must have exceptional organizational, time management, interpersonal and communication skills. The Administrative Assistant must have the ability to multitask a variety of high priority duties and work under pressure of deadlines; ability to work with minimal supervision; ability to work with sensitive information and handle all office duties in a confidential manner.

Interested applicants are invited to apply by submitting a single PDF document quoting competition # COPE-22-07, containing a cover letter and resume by 4:30 p.m. on May 18, 2022 to:

Office of Human Resources

University Centre

Room UC-0003

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.