Dated: April 10, 2015 Expires: April 20, 2015
8:30 a.m. 4:30 p.m.
ADMINISTRATIVE ASSISTANT
Music/Visual Arts
COPE, Level 5
Up to 8 month contract
Under general supervision, the incumbent will provide administrative and receptionist support to the Chairs and faculty of Music and Visual Arts to facilitate daily operations. The following is a brief outline of the responsibilities. A detailed job fact sheet and salary range is available by contacting Human Resources.
DUTIES:
- Provide general administrative assistance (e.g., draft/produce correspondence, confidential reports and proposals, composing memos/letters/forms, course material, course evaluations, minutes, agendas, etc.);
- Manage waiting lists for courses, assess the needs of students and move them to classes appropriately;
- Facilitate the organizing of the Music Concert Series and brochures;
- Coordinate all room and practice session bookings for lessons;
- Coordinate bookings for recitals and student juries;
- Oversee the staff forms and time cards for 10 part-time student workers (OWSP);
- Maintain, monitor and/or operate the information system for the Department including computer, programs, website, and telephone;
- Maintain budget verifications and receipts of purchases;
- Organize and maintain the office filing system;
- Schedule meetings, events, equipment and arrange accommodations for Chair, faculty, etc.;
- Respond to counter/telephone/e-mail/walk-in inquiries as required;
- Organize and maintain the general office areas;
- Perform other related duties as required.
QUALIFICATIONS:
- Post secondary education along with two years of related administrative assistant experience preferred;
- Proficiency with PCs, general website maintenance, and various office programs including Microsoft Office (Word, Excel);
- Proficiency with Datatel system an asset;
- Ability to interact with students, staff and the public, exercising diplomacy and discretion;
- Excellent communication, spelling and grammar skills, both written and verbal;
- Excellent organizational, interpersonal and customer service skills;
- Excellent administrative skills to ensure efficiency and effectiveness;
- Initiative and judgment skills to ensure matters are addressed accurately and appropriately;
- Ability to work within a culturally diverse environment;
- Ability to work and handle all office duties in a confidential manner;
- Ability to multitask a variety of high priority duties and work under the pressure of deadlines;
- Ability to work independently and as a team player;
- Ability to use a variety of office equipment, such as photocopiers, fax machines, etc;
- Familiarity with Lakehead University routines, policies and procedures (i.e. Lakehead Calendar, Occupational Health & Safety Act).
Priority will be given to current internal COPE employees.
Applicants are invited to apply to:
Office of Human Resources
University Centre
Room UC-0003
Fax: (807) 346-7701
Email:
human.resources@lakeheadu.ca
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, members of visible minorities, Aboriginal persons and persons with disabilities. We appreciate your interest; however, only those selected for an interview will be notified.
