Academic Administrative Assistant

2 weeks ago

Waterloo, Canada St. Jerome's University Full time

Department:
- Vice-President Academic

**Date of Posting**: October 15, 2024
**Position**:Academic Administrative Assistant (Permanent, full-time)

**Hiring Range**:$52,929 - $58,534

**Benefits**:Extended health, dental, life insurance, long term disability, pension, vacation, tuition benefit, travel medical coverage, Employee and Family Assistance Program
**Work Location**:On campus
**Department**:Office of the Vice President Academic and Dean

**POSITION PROFILE**
Reporting to the Vice President Academic and Dean (VPAD), the Academic Administrative Assistant is primarily responsible for providing administrative support to all faculty members and the VPAD’s office. They handle a variety of administrative requests from faculty, both individually and at the department level. The Academic Administrative Assistant plays a key role in ensuring the smooth and efficient functioning of academic departments and programs through coordination and collaboration with members of the VPAD’s office and faculty.

**About St. Jerome’s University**
At. St. Jerome’s University, we embrace and celebrate the philosophy of educating the whole person - intellectually, physically, emotionally, and spiritually. Our commitment to academic excellence and to the integration of knowledge, research, and experiential learning allows us to inspire learning and discovery not only in our students but also in those with whom we interact. The University’s mission focuses on preparing leaders who are conscious of the diversity, complexity and richness of the human experience and are formed here to contribute thoughtfully, creatively and positively to the common good of society. We foster a respectful, inclusive community that is centered on the well-being of our students, staff, and faculty, and the promotion of the common good, consistent with the ideals of the contemporary Roman Catholic Church.

**How will you contribute as the Academic Administrative Assistant**?**

**Administrative Support for Faculty Members and VPAD’s Office**
- Provides general administrative support to full-time faculty and part-time contract academic staff
- Reviews, organizes, and coordinates submission of faculty expense reports
- Acts as a general resource and liaison to faculty and contract academic staff by providing direction and information on financial and administrative processes
- Supports onboarding and offboarding of contract academic staff each term, ensuring security fobs are appropriately assigned and collected, and office space is assigned and prepared
- Ensures webpages for faculty and contract academic staff and the VPAD’s office are kept up-to-date
- Coordinates and proctors make-up tests/exams
- Supports the Associate Dean with academic integrity cases and record keeping

**Administrative Support for Academic Departments/Programs**
- Provides general administrative support to all academic departments and programs
- With direction from Department Chairs or Program Directors, updates departmental websites with department and program updates, and departmental event information
- Provides enhanced support to programs which are managed exclusively or co-managed by SJU: Sexuality, Marriage, and Family Studies; Sociology and Legal Studies; Health Humanities; Italian Studies; Master of Catholic Thought; and Continuing Education initiatives
- Supports departmental meetings with scheduling and minute taking
- Develops and maintains departmental annual calendar of activities
- Assists with organizing and coordinating annual departmental events
- Coordinates regular updates to the Department Chair/Program Director Handbook that serves as an informational resource for chairs/directors

**Event, Committee, and Other Support**
- Assists with the organization and coordination of university and VPAD’s office events (e.g., Lectures in Catholic Experience, Dean’s Brunch, Author Event, etc.), including but not limited to:

- Coordinates travel arrangements for speakers, documentation, and expense reimbursements
- Coordinates IT, facilities, and catering needs
- Provides day of support for event execution
- Collaborates on coordination of annual calendar of events
- Coordinates the development of promotional materials
- Supports VPAD committees as required with scheduling and minute taking

**As a successful **Academic Administrative Assistant** you possess**:

- Bachelor’s Degree, preferably in a Liberal Arts or Social Science discipline, or equivalent combination of education and experience
- 1+ years of related administrative experience
- Previous experience supporting events strongly preferred
- Sound judgment and problem solving skills
- Strong communication and interpersonal skills
- Excellent attention to detail and organizational skills
- Excellent time management and proven ability to manage multiple time-sensitive priorities
- Demonstrated discretion and respect for confidential information and processes
- Demonstrated initiative and ind

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