Administrative Assistant
4 weeks ago
Faculty/Department Faculty of Media, Art, and Performance Unit Media, Art, and Performance-Dean's Office Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Reporting to the Faculty Administrator, the incumbent provides administrative support required for the operational needs in the Faculty of Media, Art and Performance.
This position will:
- Provide basic administrative support for the administrative and academic operations of the Faculty relating to student programs, faculty research, and Faculty events;
- Respond to student inquiries regarding classes, schedules, and registration;
- Book and manage a Department Head or program coordinator’s calendar;
- Serve as a primary point of direct administrative contact and liaise with other offices, individuals, and external institutions and agencies on a range of day to day issues;
- Liaise with other university offices to complete administrative tasks such as, but not limited to, payroll, course scheduling/timetabling using the Data Collection Utility (DCU), ordering textbooks, travel authorization, etc.;
- Ensure sessional instructor, teaching assistant, and applied music instructor job postings, workflows, and matters pertaining to the appointment processes are completed;
- Prepare meeting agendas/minutes, memos, reports, course materials, examinations, academic papers, and coordinate printing, duplicating, and stationary functions;
- Coordinate and oversee the management and re-stocking of supplies, equipment, and facilities for the unit, including maintenance, inventory management, logistics, security, and related activities;
- Assist with the coordination and organization of events, rehearsals/performances, conferences, and guest artists/speakers;
- Reconcile purchasing card transactions while ensuring proper approvals, documentation, and reports are completed by established deadlines and in compliance with University policies, procedures, and practices;
- Monitor, reconcile, and report financial data using a variety of systems and software, including Banner, Caspur, FAST, and point of sale machine;
- Administer processes around journal vouchers, petty cash accounts, point of sale machines, requisitions, and the university purchasing card;
- Coordinate invoicing and payment processing for cost recovery units;
- Maintain fixed asset records;
- Provide administrative support to update and maintain department websites;
- Verify accuracy of travel claims and travel requisitions;
- Assign FOBs, keys, and locker rentals;
- Assist with the implementation of policies and procedures as requested;
- Gather, enter, and update data to maintain departmental records and databases; establish and maintain files/records;
- Act as backup for other administrative support positions in the Faculty;
- Perform other related duties as assigned.
Position Requirements
- Grade 12 supplemented by the successful completion of a recognized business course combined with a minimum of three years’ experience, preferably within a university environment. An equivalent combination of education, training, and experience may be considered.
- Knowledge of the University’s programs, policies and procedures with an emphasis on programs and courses offered by the Faculty of MAP is an asset.
- Ability to make administrative/procedural recommendations on sensitive and confidential issues.
- Ability to maintain confidentiality of records and information.
- Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-GroupWise) and complex databases such as Cascade, CASPUR Reports, Banner, E-Recruit, Fast Administrative Support Tools (FAST), Infosilem Data Collection Utility (DCU), Marketplace, and Perceptive Content.
- Experience providing support with event planning.
- Knowledge and skill in maintaining webpage content.
- Demonstrated knowledge of generally-accepted accounting principles, procedures, and processes.
- Knowledge of University policies and procedures.
- Knowledge of the University community, programs, and administrative offices.
- Knowledge of supplies, services, equipment ordering, and inventory control.
- Experience in records management and tracking of information.
- Ability to communicate effectively, both verbally and in writing.
- Ability to understand and execute oral and written instructions.
- Ability to work independently with mínimal supervision.
- Ability to provide excellent customer service and use sound judgement and quick thinking.
- Ability to create, compose, and edit written materials.
- Ability to organize multiple tasks and meet deadlines while maintaining accuracy and attention to detail.
- Demonstrated knowledge of and skill in office practices, principles, and procedures.
- Strong interpersonal skills to establish and maintain cooperative working rela
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