Administrative Assistant

3 weeks ago

Toronto, Canada University of Niagara Falls Canada Full time

Position Job Title: Administrative Coordinator
Employment Type: Full-Time, Permanent (Onsite)
Reports To: Registrar

Primary Purpose

The primary role of the Administrative Assistant is to provide comprehensive and proactive administrative support, ensuring the smooth operations of the Office of the Registrar. The Administrative Assistant will be responsible for effectively managing schedules and activities and supporting the facilitation of daily tasks, thereby contributing to the overall efficiency and effectiveness of the Office of the Registrar Leadership team.

Specific Responsibilities

for the day-to-day senior administrative support
a well-organized, efficient, and professional front-line image with internal and external clients.
incoming correspondences, prioritize, and flag to the University Registrar where appropriate.
for calendar management and scheduling; coordinate and prioritize meetings in-person and across multiple time zones using a variety of online meeting platforms.
background briefing materials for meetings, conferences, appointments, or interviews and take and distribute meeting minutes where applicable.
and edit a variety of documents and e-mails, including highly confidential correspondence, memos, presentations, MOUs, contracts, and proposals.
high-level research to support the organization and overall business needs.
travel arrangements, including flights, hotels, and ground transportation.
and process expense claims.
and support visits from various delegates concerning the university’s business needs.
preparation for all virtual speaking and social events, correspond with external/internal stakeholders, and work with the internal team on the coordination of PPTs and speeches.
in ad-hoc event committees and assist with preparations, as required.
and process e-mails, mails, and other correspondences, as required.
with presentations and other projects, as required.
confidential information with discretion.
a well-organized filing and backup system.
with other departments and external stakeholders, as required.
and curating documents for the Registrar’s review and signature, ensuring accuracy and adherence to established protocols and standards.

Position Requirements

Competencies:

interpersonal, oral, and written communication skills; ability to effectively communicate and interact with all individuals with integrity, empathy, and sincerity.
to build harmonious working relationships with co-workers and clients.
organizational skills.
a calm and professional demeanor.
self-starter and problem solver.
and goal-oriented.
duties with speed and accuracy without immediate and constant supervision.
of protocols for interacting with a variety of stakeholders including politicians, government officials, international visitors and more.
to act with tact, good judgment, and discretion, protecting confidential information.

Education and Experience:

Minimum three (3) years as an Administrative Assistant to a Managerial Role (administrative assistant experience within a post-secondary institution considered a significant asset).
Bachelor’s degree in a relevant discipline such as office administration, business administration, communications
Written and spoken fluency in English.
Proficiency in Microsoft Office, Word, Excel, PowerPoint, Outlook, and Adobe.

Diversity and Inclusivity Statement

University of Niagara Falls, Canada (UNF) is strongly committed to equity, diversity, and inclusivity within its community and especially welcomes applications from racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. University of Niagara Falls, Canada recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care, and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, UNF will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

We greatly appreciate your time and efforts in applying for the position at University of Niagara Falls Canada, however, please note only successful candidates will be contacted.

If you require any accommodations at any point during the application and hiring process, please contact jobs@unfc.com

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