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Administrative Assistant, Centre for Teaching and Learning

3 months ago

Sault Ste Marie, Ontario, Canada Algoma University Full time
Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission.

In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs.

We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons.


Job Title:
Administrative Assistant, Centre for Teaching and Learning
Staff Bargaining Unit

Position Status:
Permanent, Full-time (35 hours/week)

OSSTF

Department:
Centre for Teaching and Learning

Supervision Received:
Director, Centre for Teaching and Learning

Supervision Exercised:
Student Assistants

Location:
Sault Ste. Marie, ON

# of Positions: 1

PRIMARY FUNCTIONS:

A. Administrative Support 50%
B. Event Facilitation and Academic Integrity Support 40%
C. Other Duties 10%
TOTAL 100%


Reporting to the Director, Centre for Teaching and Learning (CTL), within a fast-paced, dynamic environment, the Administrative Assistant is responsible for ensuring the smooth operation and confidentiality of CTL, with a focus on service excellence in support of teaching and learning related activities initiated by CTL.

This position requires initiative, professionalism, attention to detail, discretion, and problem-solving skills to ensure excellence in faculty/student services and administrative duties.

RESPONSIBILITIES:

Administrative Support (50%)
Provide a welcoming and professional level of front-line assistance for all in-person encounters, telephone calls, and email inquiries.
Liaise between all campuses to assist with inquiries, issues, and University policies and procedures related to CTL functions.

Perform a variety of administrative support tasks to aid day-to-day operations and overall efficiency of all aspects of the Centre, including developing and maintaining filing systems.

Prepare drafts and format correspondence and other documents, as requested.
Check and distribute mail; coordinate packages to courier.

Manage emails and other communication on behalf of CTL Director and staff while coordinating with other departments and centers, both internally and externally as needed.

Schedule, organize and coordinate meetings, events and/or conferences as required (e.g., preparing and distributing meeting packages and agendas, minute taking, ordering catering, room bookings, facilitating IT/AV equipment setup, honorariums, and mailings).

Provide real-time support during meetings as required, including minute-taking and following up on action items.
Plan and coordinate all travel arrangements for CTL staff.

Keep accurate, up-to-date and organized electronic files to ensure accessibility, for internal and external meetings, appointments, projects, workshops, and conferences.

Process invoices, expense reimbursements, and purchase orders, as required.
Reconcile credit card statements, ensuring receipts are reconciled in a timely manner.
Complete printing, photocopying, distribution of materials, and collection of related material.
Update CTL webpage content and social media pages as required.

Event Facilitation and Academic Integrity Support (40%)
Organize and coordinate events, training, webinars, conferences and other sessions (including online and in-person) hosted by CTL.
Connect with internal/external partners and institutions to assist with the promotion of CTL related events and activities.
Provide administrative support to initiatives and functions related to academic integrity.
Receive, review and process appeals, complaints and academic integrity cases from students, ensuring that all essential documentation is complete.
Proofread the decision letters, to ensure accuracy, and dispatch.
Support Case File Management and ensure to update the case list.

Organize and maintain comprehensive files for each appeal, complaint or academic integrity case, ensuring all relevant information and correspondence are properly documented.

Facilitate communication between students, instructors, and the Dean's offices regarding appeal processes and outcomes.
Prepare regular reports on appeal statistics, trends, and outcomes for management review and decision-making.

Other Duties (10%)
Other duties, as assigned by the Director.

WORKING CONDITIONS:

Physical Effort
Minimal
Sitting (extended periods), walking (minimal), lifting (15 lbs.), keyboarding (considerable time).
Physical Environment
Minimal
Minimal exposure to noise, and odours.
Some exposure to unpleasant/disagreeable conditions related to interaction with members of the public.
Sensory Attention
Moderate
Frequent disruptions and daily front-line assistance with an "open-door" workspace.
Frequent need to back-track to resume activities.
High need for precise work.
Mental Stress
Moderate
Frequent interruptions, occasionally engaging with disagreeable clients/members of the public.
Occasional disruption to work-life balance to support/attend evening/weekend events.

MINIMUM QUALIFICATIONS

Undergraduate degree or College Diploma in Business, Office Administration, or a related field, and a minimum of one (1) year experience in an administrative role, or an equivalent combination of education and experience is required.

Ability to balance competing priorities, and ensure work is completed in a timely and efficient manner.

A demonstrated interest and/or experience in education, digital media, policy-making, and/or Indigenization, Equity, Diversity, and Inclusion is considered an asset.

Understanding of, and ability to uphold confidentiality.
Strong communication skills, both written and verbal
Demonstrated strong competence in Google Suite, Zoom, Teleconferencing, and Microsoft Office programs (particularly Word and Excel)..
Excellent interpersonal skills, and the ability to work effectively with people of diverse backgrounds, styles, and abilities.
Demonstrated problem solving and organizational skills.

Ability to work independently, set priorities, identify contentious issues, exercise good judgment, use discretion and ensure appropriate action is taken when required.

Excellent use of technology for collaboration.

Salary Scale:

$45,018 to $56,272 annually

Please submit a resume and cover letter (combined PDF) to no later than 4:00 p.m. on June 7, 2024.

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer.

The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).


In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.