Secretary to The Office of Graduate Studies and

1 month ago

North Bay, Canada Nipissing University Full time

**Nipissing University**
**JOB DESCRIPTION**

**JOB TITLE**: Secretary to the Office of Graduate Studies and Research

**DEPARTMENT**: Dean, Graduate Studies and Research

**CLASSIFICATION**:Secretary D

**WAGE GRADE**: WG 50

**EMPLOYMENT DEFINITION (STATUS)**: Full-time Support Staff

**SUPERVISOR**: Manager, Research and Innovation

**SUMMARY OF FUNCTIONS**:
Reporting to the Dean of Graduate Studies and Research, the Secretary will provide administrative support services pertaining to the operation of the Office of Graduate Studies and Research (GSR). This will include supporting the Dean,
Manager of Research and Innovation, Research Coordinator, and Graduate Studies Coordinator in the day-to-day office operations, financial management, and provide support with tasks related to the School of Graduate Studies and
Research Services.

**DUTIES AND RESPONSIBILITIES**:
**Coordination of the Office of the Dean, Graduate Studies and Research (35%)**
- Assist Dean, Manager of Research and Innovation, Research Coordinator, and Graduate Studies Coordinator with coordination of daily priorities; be proactive in flagging important items
- Coordinate and compile appropriate background information on issues, projects and problems, which impact the Office of GSR and the University
- Assist Office of GSR with policy updates by gathering information and typing draft reports for review
- Coordinate and participate as requested in meetings with Office of GSR and other staff
- Schedule all appointments and arrange meetings, including meeting space, for the Office of GSR
- Take minutes at meetings, assemble any required materials for various committees; distribute appropriate material to committee members; arrange for refreshments when necessary.
- Assist with written and verbal communications
- Assist with the development of the web page for Office of GRS
- Assist with preparing reports for management committees, which include the Graduate Studies Committee, Research Committee, Senate, Academic Quality Assurance and Planning Committee, President’s Advisory Council, Senate and any subcommittees of these committees
- Type/edit/proofread reports, letters or memos from handwritten notes or verbal direction
- Take initiative and make decisions on matters within the scope of the position’s duties and responsibilities; communicate effectively with all levels of University employees
- Maintain and update extensive file systems (electronic and hard copy) for the office
- Coordinate travel arrangements for the Office of GSR, including flights, accommodation, vehicle rental and ensure needed materials and background information are provided
- Sort and screen mail to determine nature and priority of business. Initiate action in response to items/correspondence
- Screen telephone calls to determine nature of priority of business. Provide information or assistance to callers
- Maintain up-to-date knowledge of all aspects of the University and its current objectives
- Act as liaison with external agencies and guests to arrange visits (e.g. OCGS, Tri-Agencies, IPON, OCUR)
- Act as key departmental copy editor/proof reader, assisting with the composition/drafting of documents relative to the functions of the Office of GSR
- Conduct research for the Office of GSR on various initiatives
- Communicate regularly with the President’s, Provost Vice President Academic’s, and Vice President Finance and Administration’s offices regarding various issues surrounding research finances, Senate, and the Board of Governors

**Financial (20%)**
- Maintain the budget of the Office of the Office of Graduate Studies and Research
- Liaise with the Research Accountant regarding faculty grant budgets and expenses
- Assist in the review of research expenses
- Review time sheets related to research accounts
- Prepare requisition forms, assign budget account numbers for supplies and Office of GSR expenses
- Monitor activity in Datatel/Webadvisor and take appropriate action/make recommendations to resolve discrepancies with Finance office

**School of Graduate Studies (20%)**
- Provide administrative support and event coordination for Graduate Studies
- Maintain graduate faculty member and student files
- Schedule and coordinate Graduate Studies Committee (GSC) meetings and act as recording secretary
- Schedule student thesis defences and alert the university community
- Receive and process requests from graduate students for a desk in the Graduate Student Office Space and arrange for key pick up
- Receive and process requests from postdoctoral fellows for a desk in the Postdoctoral Office Space and arrange for key pick up

**Research and Analysis (20%)**
- Provide confidential research support for the Office of GSR and produce effective written and oral reports
- Act as recording secretary for Research Ethics Board (REB), Animal Care Committee (ACC), and Research Committee, and any future committees that are created within the office
- Sit as member of th

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