ADMINISTRATIVE ASSISTANT, Departments of History and Philosophy, Competition # COPE-22-11, Thunder Bay ON
ADMINISTRATIVE ASSISTANT
Departments of History and Philosophy
Full time, Permanent Position
COPE, Level 7
Competition # COPE-22-11
The Administrative Assistant is primarily responsible for providing administrative support to the Departments of History and Philosophy Chairs, Staff, Faculty, Contract Lecturers and students. This position is the first point of contact for the Department and acts as a liaison between faculty, staff, both current and potential students, and other University departments. The Administrative Assistant will be well versed with policies and procedures for the Faculty and the University to assist with the variety of inquiries and providing excellent service. The Administrative Assistant will have exceptional organizational, time management, interpersonal and communication skills and possess the ability to multitask with a variety of high priority duties and work under pressure of deadlines with minimal supervision.
DUTIES
- Provide a welcoming office atmosphere and professional attitude, answering phone calls, greeting visitors and proving information and resources to students, staff and other departments
- 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.)
- Complete all department forms (including hiring forms) and send to the appropriate department for signing approval
- Manage the department’s workflow by prioritizing workload and send weekly emails describing need-to-complete tasks to department chairs
- Craft and produce memos, minutes, and departmental correspondence
- Coordinate special events and speaker series, including room requests, catering, invitations, 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
- Organize and maintain physical and digital files and digitize physical files as needed to support storage
- Manage course enrolments and share enrolments with dean’s office
- Provide guidance to students with registration
- Maintain departments’ websites, ensure all information is accurate and current
QUALIFICATIONS
- Minimum requirement relevant post-secondary education coupled with a minimum of three years’ experience in an administrative assistant position.
- Demonstrated 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.
- Proficiency with Mitel, Datatel, Navigator, DCU, web development packages considered an asset.
- Proficiency with scheduling (Doodle, Google)
- Proficiency setting up meetings on Zoom, and sending links to calendars.
- Ability to learn new systems as required
- Excellent communicator in written and verbal form
- Familiarity with contemporary office practices, procedures, and equipment.
- 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
- Ability to manage all the tasks of annual cycles in a self-directed way.
- Ability to prioritize tasks for departments and chairs, helping your supervisor be aware of necessary deadlines and tasks across the year.
- Demonstrated ability to work and handle all office duties and communications in a confidential and diplomatic manner
Interested applicants are invited to submit a single PDF document quoting competition # COPE-22-11, containing a cover letter, resume and the contact information of three professional references by 4:30 p.m. on June 3, 2022 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.
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.