Administrative Assistant

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 – Staff Bargaining Unit

Position Status: Permanent, Full-Time (35 hrs/week) – OSSTF

# of Positions Available – 2

Department: Faculty Business and Economics

Supervision Received: Dean, Faculty of Business & Economics

Location: Brampton or Sault Ste Marie, ON

PRIMARY FUNCTIONS:

A. Chair/Director Support 60%
B. Faculty Support 30%
C. Other Duties 10%
TOTAL 100%

Reporting to the Dean, the Administrative Assistant is responsible for a wide range of day to day operations and performing a variety of administrative support tasks for all aspects of the department/school. The Administrative Assistant will support the Department Chair(s)/ School Director, and will work closely with other academic support staff in supporting the Department Chairs/School Directors, and their faculty, across all campuses, and be the first point of contact to assist students. The incumbent is expected to have a high degree of organizational, communication and administrative skills and be able to work both independently and across multiple departments and faculties as required.

RESPONSIBILITIES:

A. Chair/ Director Support (60%)

● Day to day operations and performing a variety of administrative support tasks for all aspects of the department/school.
● Provide Administrative support regarding the budget including tracking expenditures and equipment.
● Understand, comply with and implement Purchasing and Travel Policies, submitting required paperwork through relevant systems, obtaining and filing receipts for reimbursement/visa reconciliation for Departmental/School expenditures
● Book arrangements for Departmental/ School related travel, as required.
● Assist faculty support staff with scheduling and planning full-time faculty Interview processes
● Assist with onboarding new full-time and part-time instructors and off-boarding of faculty retiring and resigning as required
● Assist with course outline collection, maintenance and share requests as required
● Manage the inventory and storage of program supplies, equipment and signing-out of equipment
● Provide meeting preparation support to Department Chair(s) including, but not limited to, scheduling, coordinating invitations, preparing the agendas, minute-taking and following-up on action items
● Provide administrative support for Departments/School events, (e.g. pre-registration and orientation) catering and ordering, room bookings, AV equipment, honorariums, and mailings.
● Provide support to Department Chair including but not limited to, the Cyclical Review Process, Program Development, reporting on Annual Departmental plans, Academic Plan updates, new hire requests
● Collaborate with the Experiential Learning and International Affairs Department to promote and expand experiential learning opportunities for students
● Maintain databases of students, potential and active placements sites and other records on customized databases
● Liaise with Institutional Planning to collect student data to generate reports and statistical information for Departmental/School planning, as needed
● Liaise with departments and internal service areas if needed to gather information or for the dissemination of information
● Liaise with recruiting and communications departments; assist with developing program promotional materials and collects information for department website
● Develops and maintains filing systems (including student files)
● Assist with PTAC and ROFR evaluation processes as needed.
● Assist with tracking faculty involvement for calculating stipends as needed

B. Faculty Support (30%)

● Assist faculty with their employee reimbursements, P.O. requests and invoice submissions
● Provide printing, photocopying, distribution of materials, and collection of related material support for classes.
● Organize shredding, when necessary, through Physical Plant
● Schedule student appointments for advising
● Coordinate individualized learning plans for students in our programs
● Organize textbooks ordering with the bookstore
● Assist with student appeals when required
● Train on Moodle & Brightspace and assist faculty with uploading course content and liaise with the e-Learning staff and external support services to provide ongoing communication to Faculty regarding Online and Technologically Assisted course delivery.
● Track and notify students of class cancellations

C. Other Duties (10%)

• Other Duties as required

WORKING CONDITIONS:

Physical Effort – Minimal : Some lifting/physical effort is required for transportation of materials and setup/take down of events.

• Requirement to move boxes/inventory, and
  physically setup for displays and events
• Frequent periods of sitting in one place
  and standing

Physical Environment – Minimal : Minimal exposure to unpleasant/disagreeable conditions.

• Some exposure to unpleasant/disagreeable
  conditions related to interaction with members of
  the public

Sensory Attention – Moderate: Moderate need for detailed/precise work to be completed
while accommodating regular interruptions.

• Frequent interruptions 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: Work activities are performed with occasional exposure
to one or more mental pressures but the stress would not be noticeably disruptive to the work nor result in unpleasant reactions (i.e. normal deadlines, client interactions, repetitive work, etc.)

• Consistent multi-tasking required
• Irregular hours of work & extended work hours
  as per operational requirements
• Ability to work in a high stress, deadline driven
  environment

MINIMUM QUALIFICATIONS

• Undergraduate degree or college diploma, preferably in business administration or
  office administration, and a minimum of one (1) year of experience working in a related
  position, or an equivalent combination of experience and education, is required.
• Experience in a higher education setting is considered an asset
• Ability to Multitask and be resourceful
• Ability to assure a steady completion of workload in a timely manner is required
• Strong interpersonal and communication skills with the ability to represent the university
  professionally in interactions with internal and/or external stakeholders
• Excellent human relations and communications skills
• High level 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.
• Understanding of, and ability to uphold, strict confidentiality.
• Strong competence in Google Suite, Google Hangouts, Zoom, Teleconferencing, and
  Microsoft Office programs.

Salary Scale: $45,018 to $56,272 annually

To apply for this position please submit a resume and cover letter no later than
4:00 p.m. on July 10, 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.