ADMINISTRATIVE ASSISTANT, School of Kinesiology, Competition # COPE-22-16, Thunder Bay, ON
*Internal
ADMINISTRATIVE ASSISTANT
School of Kinesiology
Full time, Permanent
COPE, Level 7
Competition # COPE-22-16
Reporting to the Director, the Administrative Assistant is the first point of contact for the School of Kinesiology, and provides an approachable, confidential, and professional support to faculty, staff, students and members of the community.
Duties:
● Handling and preparing sensitive/confidential materials;
● Prepare budget payments for Finance, monitor the Kinesiology budget accounts;
● Respond to general reception enquiries by phone, email or in-person;
● Respond to walk-in/phone/email enquiries from faculty, staff, students, and the general public;
● Timetable representative, input course data in DCU timetable program for undergraduate
and graduate courses
● Type memos, letters, prepare various forms such as Employee Information Forms and
Part-time Academic Forms, cheque requisitions, etc.;
● Organizing meetings, preparing agendas and minutes, and producing and disseminating of
meeting material, will be required as needed;
● Ensure monthly attendance and annual attendance reports for staff are completed and submitted;
● Maintain filing system, both electronically and paper for MSc, HBK and GDip programs;
● Coordinate, plan, and oversee the 4th year Research Poster Presentation;
● Coordinate the Grad Open House at the end of each school year;
● Arrange travel, accommodations and itineraries for various functions and guest speakers;
● Book rooms for seminars, events, and meetings
● Responsible for booking equipment for students/faculty for lab sessions, as well as coordinate
pick up and drop off;
Qualifications:
● Post-secondary education along with at least 2 years of administrative assistant experience;
● Proficiency with Microsoft Office suite, DCU timetable, Colleague, and Curriculum Navigator
is required;
● Ability to adapt and learn new systems and software as required;
● Proficiency with PC’s;
● Exceptional organizational, time management, interpersonal and communication skills (both
verbal and written);
● Ability to multitask a variety of high priority duties and work under pressure of deadlines;
● Ability to work with minimal supervision;
● Strong capacity for independent judgement;
●Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
● Ability to work with sensitive information and handle all office duties in a confidential manner.
● Ability to work in a diverse environment
A full job fact sheet is available from Human Resources.
Interested internal COPE applicants are invited to apply by submitting a single PDF document quoting competition # COPE-22-16 containing a cover letter and resume by 4:30 p.m. on July 7, 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.