Administrative Assistant

1 week ago

Oshawa, Ontario, Canada Ontario Tech University Full time

Administrative Assistant

Tracking Code:
req757

Faculty/Department:
Faculty of Engineering and Applied Science

Number of Positions:2

Appointment Type:
Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range:
Level - Starting Salary, Step 1 $50,054

Posting Date:
July 31, 2023

Closing Date:
August 7, 2023

Job Summary:


The Administrative Assistant, under the direction of the Department Chair, provides high-level administrative support to an academic department within the Faculty of Engineering and Applied Science.


Nature of work:


Reporting to the Director of Planning and Operations (DPO), the Administrative Assistant works closely with the DPO and the Department Chair providing direct administrative support to the Dept Chair, faculty and members of an academic department within the Faculty of Engineering and Applied Science (FEAS).


Responsibilities/accountabilities:

  • Provide frontline contact for the department and all undergraduate departmental matters
  • Serve as Secretary to Department Council(s)/Meetings and provide administrative support for all major departmental committees, such as the Undergraduate Curriculum Committees, CEAB Committees, Departmental Hiring Committees, and Industrial Advisory Committee
  • Support the Department Chair, Chair of the TA committee and other Committee members on the collection of course instructor and TA surveys in TA/course preferences, and the administrative processing of assignments for TA ships, including generating TA contracts and communicating with TAs on all related matters.
  • Coordinate with the Department Chair and the Director of Planning and Operations on the administration of Limited Term Faculty Member (LTFM) contracts for the department including the posting of these positions on the university website and the creation of the LTFM in the Employee Personnel Action Form (EPAF) Banner system
  • Coordinate and support the creation of all departmental research contracts including Post Doctoral Fellows, Research Associates, Research Assistants and Research Technicians contracts, and the completion of these contracts in the Employee Personnel Action Form (EPAF) Banner system.
  • Provide support in the processing of all documents requiring Department Chair signoff and approval including final grade reappraisals, elective approval forms, academic considerations, letter of permissions, course assessment/substitutions and others as required.
  • Provide administrative support to faculty members including: drop box requests; posting class and office hours, cancellation notices; and ad hoc faculty member requests.
  • Review student capstone expense claims to ensure all supporting documentation is included for submission to the Dean's Office for full expense review.
  • Collect midterm and final exam requirements for submission to Dean's Office.
  • Other duties as assigned by the Department Chair in support of the Department and Faculty.

Required Skills:

-
Post-secondary education or equivalent combination of education and/or experience.

  • A minimum of one to three years of successful experience in a client services role.
  • Administrative experience in an academic environment, including knowledge of university policies and procedures would be considered an asset.
  • Demonstrated ability to exercise a high degree of professionalism, good judgment, initiative, tact, and discretion.
  • Attention to detail, confidentiality and the ability to manage high volume and multiple demands.
  • Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy.
  • Intermediate in MS Word, Excel and PowerPoint.

Required Education:

  • Completion of postsecondary education of 2 academic years or equivalent combination of education and experience.
  • Verification of Academic credentials may be required

Required Experience:

  • A minimum of one and including three years of experience, preferably in an academic environment.

How to Apply:


Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate.

The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's Accessibility Policy


The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties.

We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.


Job Location:
Oshawa, Ontario, Canada

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