Administrative Assistant, Offices of the Associate Vice-President, Research and Graduate Studies and Bio-Refining Research Institute, Competition # COPE-22-10, Thunder Bay, ON

*INTERNAL

Administrative Assistant

Offices of the Associate Vice-President, Research and Graduate Studies and

Bio-Refining Research Institute

COPE, Level 8

Full Time, Permanent

Competition # COPE-22-10

The incumbent will provide administrative assistant support to the Associate Vice-President, Research and Graduate Studies (AVPRGS) and the Director, Bio-Refining Research Institute. This position acts in part, as a liaison on behalf of the University, and must therefore always conduct themselves in a professional manner.

Duties:

• Responsible for providing administrative support to the BRI Director and the Associate Vice-

  President, Research and Graduate Studies. Duties include calendar-keeping, scheduling meetings,

  maintaining the review schedule, taking minutes, budget monitoring, providing background material

  and briefing notes as needed, and maintaining monthly attendance.

• Responsible for coordinating and organizing activities for the Research Centres and Institutes

• requesting, processing preparing Executive Summaries of the annual reports for the Senate

  Research Committee (SRC)

• Providing background information on external awards as needed

• Responsible for working with the Office of External Relations to help coordinate and oversee

  Initiatives related to Research Centres and Institutes such as re-branding

• Monitoring and updating awards calendar and deadlines for external awards nominations, as well as

  monitoring the status of award nomination packages

• Preparing application files for award nomination packages

• Contacting internal and external researchers and administrators writing support letters

• Responsible for organizing and maintaining databases and files for the AVPRGS, such as national

  and international research prizes and awards, contact persons and procedures (internal and external).

• Responsible for corresponding with researchers, maintaining and submitting internal paperwork like

  time sheets, budgets, travel forms, etc.

• Ordering chemicals and equipment for BRI, as well as arranging for the repair and/or service of

  the instruments of the BRI facilities. Responsible for communicating with chemical/equipment suppliers.

• Responsible for assisting the BRI director with operating/developing new research/academic programs

  and projects and funding applications.

• Review academic/nonacademic documents generated at BRI

• Maintaining and updating the BRI website, and responding to web, email, and phone inquiries.  

• Addressing and responding to administrative requests and inquiries of BRI including inquiries of

  HQP associated with BRI.

• Responsible for communicating with researchers external to BRI and Lakehead, under the

  Director's guidance, as well as international industrial and academic partners.

• Responsible for coordinating conferences, events, and/or workshops including preparing

  materials, communicating with participants and other units on campus.

• Perform other related duties as required

Qualifications:

• Post-secondary education in Social Sciences & Humanities (preferred) or in a related field;

• 3 years’ of professional experience in an administrative position in a University environment.  Experience in

   a research environment is an asset;

• Demonstrated experience preparing briefing notes and background research;

• Demonstrated proficiency with PCs, general website maintenance, and various office programs

   including Microsoft Office (Word, Excel, Publisher), Zoom, and Adobe;

• Experience with Datatel/Colleague considered an asset;

• Ability to learn new systems as required

• Experience preparing briefing notes and background research;

• Excellent communicator in written, presentation, and verbal form.

• Resourceful, takes initiative, extremely versatile and dedicated to efficient productivity

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with

   excellent attention to detail

• Strong capacity for independent judgement;

• Demonstrated ability to work and handle all office duties and communications in a

  confidential and diplomatic manner;

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment;

• Superior writing skills, an understanding of time management, and the ability to communicate in a succinct

  and clear manner.

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This position offers a competitive remuneration package including salary, comprehensive benefits package, life insurance, pension plan, and tuition waiver.

Interested applicants are invited to submit a single PDF document quoting competition # COPE-22-10, containing a cover letter, resume and the contact information of three professional references by 4:30 p.m. on May 27, 2022 to:

Office of Human Resources

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.