Administrative Officer and Executive Assistant, Orillia Campus, Competition # OR-22-18

Administrative Officer and Executive Assistant

Office of the Principal

Orillia Campus

Full-Time, Permanent

Competition # OR-22-18

Reporting to the Principal of the Orillia Campus, the Administrative Officer and Executive Assistant (AO) provides high quality administrative, logistical and strategic support to the Principal ensuring the effective operation of the Office which includes extensive internal/external relationship management and organizational oversight. While adhering to the highest standards of professionalism, confidentiality and collaboration the AO manages all aspects of the Office of the Principal. The AO also collaborates on major project activities with the Associate Vice-President, Administration (AVP) including but not limited to: Campus Space allocations, Administrative support activities, Employee engagement initiatives, and more.

In order to provide the highest level of responsivity to members of the Orillia Campus and community stakeholders, the Office of the Principal has an open-door policy. This Open-Door approach is actualized by the AO who provides immediate assessment and consultation to students, staff, faculty and/or community stakeholders who are seeking assistance or advice from either the Principal or the AVP. Prior to meeting with either the Principal and/or AVP, the AO will directly engage in issue dispute resolution, problem solving and follow-up reporting.

The position requires a high level of customer service and engagement, which may require variable hours of work based on operational needs.

DUTIES

• Serves as an active first-responder and crisis manager on behalf of both the Principal and/or Associate Vice President Administration (AVP) relative to Security, Residence, External Affairs or Community Engagement related issues
• Serves as the Orillia Campus’s primary complaints officer maintaining all legal correspondence and relevant documentation regarding complaints of any kind received by either the Office of the Principal or AVP.
• Identifies, promotes and actively encourages Conference operations through external outreach and close collaboration with the AVP especially in terms of Food and Conference Services
• Assists in the editing, preparation and fact-checking of all submissions, reports and correspondence both from and into the Office of the Principal
• Effective document management and maintenance especially on files involving highly sensitive materials like financial documents, student discipline reports or HR related matters
• Working with campus stakeholders to ensure a welcoming, accommodating image to visitors of the Principal's office and Central Administrative Suite
• Oversees the Principal's budget and maintains charges associated with it while approving expenditures of up to $5,000.
• Coordinates the Principal's travel arrangements and associated linkages to internal/external stakeholders. Completes and submits the Principal's expense forms in accordance with official University travel/expense policies and reconciles the Principal's travel and other expenses as necessary

QUALIFICATIONS

• Post-secondary education in Office Administration or related field
• 5-7 years of senior administrative experience working within the postsecondary education sector or a similar environment
• Demonstrated evidence of capacity to effectively multi-task within a highly complex environment (PSE setting preferred)
• Excellent computer skills with high competency in all MS Office Suite products
• Knowledge of/about critical incident, personal safety, emergency preparedness and/or dispute resolution methods
• Certificate in or completion of courses associated with Alternative Dispute Resolution
• Procedures, methods, processes, systems, programs related to emergency response and risk mitigation
• Detailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal
• Excellent interpersonal skills, exceptional communication and organizational skills and the ability to take initiative and be proactive
• Incredibly thorough and detail oriented; outstanding verbal, writing, time-management and prioritization skills with outstanding focus on goals and the ability to manage multiple deadlines; while accommodating diverse inquiries

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 January 6, 2023. 

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, racialized persons, Indigenous people, persons with disabilities and other equity-seeking groups. In an effort to ensure applications are being received from under-represented groups, applicants will be asked to complete a brief self-identification questionnaire via email within three days of the posting closing date.  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.