Administrative Assistant, Faculty of Graduate Studies, Competition # COPE-22-24, Thunder Bay, ON

Administrative Assistant

Faculty of Graduate Studies

Thunder Bay Campus

Full-Time, Permanent

COPE, Level 6

Competition # COPE-22-24

Under general supervision, the incumbent will provide advanced administrative support to the Dean and Manager of Graduate Studies as well as other staff members within the Faculty of Graduate Studies. The following is a brief outline of the responsibilities. A job fact sheet detailing the required duties is available in the Office of Human Resources.

DUTIES:

• Provide advanced administrative support to the Dean and Manager of Graduate Studies on a wide variety of complex, sensitive and confidential issues;
• Manage the extensive and challenging schedule of the Dean and Manager by identifying priorities and organizing workflow;
• Process correspondence, organize files, schedule appointments and make travel arrangements;
• Provide administrative assistance to the areas of Graduate Admissions and Graduate Funding;
• Maintain the Faculty of Graduate Studies list of Approved Members for Masters and Doctoral Supervisory status;
• Provide accurate information to prospective students, current students, faculty and staff regarding University services, regulations, and procedures;
• Act as first point of contact for all new and returning graduate students. Interact continuously with walk-in, telephone and email inquiries by prospective students, current students, faculty and staff;
• Respond and triage on all online application system and human errors that hinder an applicant’s ability to apply to Graduate Studies;
• Respond to applicant queries regarding program specific admission criteria;
• Provide administrative support regarding the Faculty of Graduate Studies Council. This includes minute-taking, preparing the minutes and all communications for Faculty of Graduate Studies Council, including distribution of agenda and meeting documents;
• Provide organizational and coordinating services for a variety of special events and activities including the Three-Minute Thesis and the Graduate Poster Conference;
• Provide back-up to the Administrative Clerk for the coding of graduate application documents and decisions;
• Coordinate the Thesis and Dissertation Process
• Perform other duties as required

QUALIFICATIONS:

• Minimum Post-Secondary education with 3-5 years of proven administrative assistant experience. Diploma or Degree in Business Administration would be an asset;
• Proficiency with computer software programs, including the Microsoft Office Suite, Adobe suites, Zoom, as well as Datatel/Colleague;
• Ability to adapt and learn new systems and software as required;
• Superior customer service skills;
• Familiarity with University policies and procedures would be an asset;
• Excellent time management and exceptional attention to detail;
• Effective communication, organizational and interpersonal skills;
• Demonstrated ability to work and handle all office duties including but not limited to scheduling Zoom meetings for a large platform, extensive event planning, minute taking for a large committee, in a confidential and diplomatic manner;
• Demonstrated ability to multitask a variety of high priority duties and work under the pressure of deadlines in a busy office with frequent interruptions;
• Demonstrated experience with electronic records management including developing, maintaining, verifying and evaluation existing systems;
• Superior administrative writing skills with excellent spelling and grammar;
• Ability to adapt to change;
• Strong capacity for independent judgement and critical thinking.

Interested applicants may apply by clicking on this link to a Google Form and attaching your cover

letter and resume in word or PDF format by August 30, 2022.

If you have any technical difficulties in accessing the link, please reach out to careers@lakeheadu.ca.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, members of racialized groups/visible minorities, Aboriginal persons and persons with disabilities, and persons of any sexual orientation, gender identify or gender expression. Lakehead University is committed to an environment of open access to employment opportunities. Accommodations are available for all applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources. We appreciate your interest, however, only those selected for an interview will be notified