Assistant to the Chair and Administrative Assistant
About The Position
Under the direction of the Chair and reporting to the Manager, Academic and Administrative Services, provides a range of confidential administrative assistance to the Chair and departmental committees. Responds to requests for information on behalf of the Chair; composes, proofreads, edits, and distributes general and confidential correspondence for internal and external communication on behalf of the Chair, and maintains accurate departmental records; maintains the Chair's calendar; responds to routine and general problems; maintains confidential files; and assists the Chair with the preparation of reports. Provides secretarial support to various departmental standing and ad-hoc committees (e.g., Tenure and Promotion, Strategic Planning, outreach committees) by scheduling meetings and appointments; drafting and circulating agendas and materials; booking rooms and organizing meeting resources; and recording, transcribing, and distributing minutes of meetings. Assists in maintaining the departmental website, and social media sites.
Requirements
- High school graduation and one year of post-secondary education or formal program equivalent, including training in word processing, database, spreadsheet, and web applications; and secretarial practices.
- 3 years of experience.
- An equivalent combination of formal education, certificate/program of study and experience is acceptable.
- 60 wpm keyboarding skill with a high degree of accuracy.
- Excellent knowledge of standard office practices, methods, and equipment.
- Good knowledge of University programs, policies, and procedures.
- Excellent proofreading and editing skills.
- Excellent organizational, interpersonal, and communication (oral and written) skills.
- Excellent analytical and problem-solving skills.
- Ability to use social media tools (e.g., Facebook, Twitter, Instagram) to communicate departmental information in a professional manner.
- Ability to use word processing, spreadsheet, and database applications (i.e., Word, Excel, FileMaker Pro, Access) at an intermediate level.
- Ability to record and transcribe meeting minutes with a high degree of accuracy.
- Ability to compose and prepare brief departmental newsletter-style articles with approved content using standard word processing and desktop publishing software (i.e., Word, Adobe InDesign).
- Ability to use web publishing systems (i.e., AEM) to post information and update/revise content on departmental web pages.
- Ability to use enterprise level information systems (i.e., PeopleSoft) to look up information; retrieve data; and generate reports.
- Ability to prioritize own work and tasks to maximize efficiency and meet deadlines.
- Ability to compose professional and confidential correspondence with a high degree of accuracy and attention to detail.
- Ability to exercise mature judgement and initiative.
- Ability to exercise tact and discretion when handling sensitive and confidential information.
- Ability to work both independently and as a member of a team.
- Ability to perform arithmetic calculations with a high degree of accuracy.
- Ability to work flexible hours during departmental events as required.
- Ability to lift and carry office supplies and materials up to 10 kg.
Responsibilities
- Provides a range of confidential administrative assistance to the Chair and departmental committees.
- Responds to requests for information on behalf of the Chair.
- Composes, proofreads, edits, and distributes general and confidential correspondence for internal and external communication on behalf of the Chair.
- Maintains accurate departmental records.
- Maintains the Chair's calendar.
- Responds to routine and general problems.
- Maintains confidential files.
- Assists the Chair with the preparation of reports.
- Provides secretarial support to various departmental standing and ad-hoc committees by scheduling meetings and appointments.
- Drafts and circulates agendas and materials for committee meetings.
- Books rooms and organizes meeting resources.
- Records, transcribes, and distributes minutes of meetings.
- Assists in maintaining the departmental website.
- Assists in maintaining departmental social media sites.
Benefits
- 3 weeks’ vacation (prorated for the first year)
- Hybrid-work program for eligible positions
- Employer paid defined benefit pension plan
- On-campus tuition waiver for employees and their immediate family members
- Funding for professional development expenses
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
