Administrative Assistant
5 months ago
Faculty/Department Faculty of Science Unit Science-Other 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, this position is responsible for providing administrative support to the Heads of the Departments of Biology, Chemistry & Biochemistry, and Physics, and to the Department’s faculty members, staff and students.
Duties include:
1. Provide basic administrative support for the administrative and academic operations of the Science departments in the Laboratory Building relating to student programs and faculty research.
2. Book and manage the Department Head’s calendar, as required by the Department Heads.
3. 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.
4. Liaise with other university offices to complete administrative tasks such as, but not limited to, payroll, coursescheduling/timetabling using the Data Collection Utility (DCU), ordering textbooks, travel authorization, etc.
5. Coordinate department searches for new faculty members and lab instructors including setting up the interviews, room bookings, travel arrangements and financial details.
6. Prepare memos, reports, course materials, examinations, academic papers and coordinate printing, duplicating and stationary functions.
7. 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.
8. Assist with the coordination and organization of departmental events, conferences, and/or guest
speakers.
9. 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.
10. Monitor, reconcile, and report financial data using a variety of systems and software, including
FAST, Banner, and the university purchasing card.
11. Maintaining fixed asset records; coordinating internal and external invoicing and payment
processing for cost recovery units.
12. Provide administrative support to update and maintain the Departments websites.
13. Order supplies and maintain a manageable stock for departmental use.
14. Verify accuracy of travel claims and travel requisitions.
15. Assist with the implementation of policies and procedures as requested.
16. Gather, enter, and update data to maintain departmental records and databases; establish and
maintain files and records.
17. Organize and arrange weekly seminars.
18. Administrate graduate and undergraduate scholarships/awards.
19. Process visiting scholars and adjunct professor requirements.
21. 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 courses offered by the Faculty of Science 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-Group Wise) and complex databases such as CASPUR Reports, Banner, and FAST.
- Experience providing support with event planning.
- Knowledge and skill in maintaining websites.
- Demonstrated knowledge of generally-accepted accounting principles, procedures, and processes.
- Knowledge of the University community and administrative offices is an asset.
- Knowledge of supplies, services, and 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 relationships with domestic and international students, staff, and the general public. Training related to EDI and Four Seasons of Reconciliation would be an asset.
- Skill in the use
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