Administrative Assistant

7 months ago

Regina, Canada University of Regina Full time

Faculty/Department AVP (Academic) Office Unit Centre for Teaching and Learning 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

**Position Summary**:
Under the direction of the CTL Director, this position is responsible for providing administrative support to the reception and the operation of the Centre for Teaching and Learning. This position provides an important function in ensuring effective information flow within the unit and acts as an administrative resource. The position must provide strong and supportive customer services since this position serves as the initial point of contact for the Centre for Teaching and Learning.

**Primary Responsibilities**:

- Serve as the first point of contact for the Centre for Teaching and Learning by receiving and directing calls to the appropriate individuals, greeting and directing faculty and staff, responding to routine queries, and providing information as appropriate.
- Manage Director’s calendar, schedules meetings/appointments; prepares agendas and organizes/distributes relevant materials.
- Compose documents and materials including correspondence, memoranda, reports, and other items in support of the Centre’s operations; provide and explain information including applicable regulations, guidelines, policies and procedures; distribute materials as directed or on an as-needed basis.
- Respond to requests for information; take detailed messages concerning issues of significance to the Centre; schedule and attend meetings with external entities; prepare agendas and action items; transcribe and distribute written summaries or minutes.
- Coordinate communications between the Director and other faculty and administrative staff; receive and relay sensitive information related to Centre activities, provide explanations regarding established policies and procedures.
- Prepare reports which summarize financial and statistical information related to the work unit’s budget, accounts, activities, programs and operations; advise Director about funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.
- Receive, review and process a variety of clerical accounting documents including invoices, claims, and other materials used in the Centre and/or program area to which assigned; ensure conformance to established formats, time frames and regulations.
- Maintain financial records and track balances for general ledger groups and/or categories including operating, equipment, travel and staff development; prepare accounts payable and receivable documents and assign accounting codes in compliance with established rules, regulations and procedures.
- Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for CTL Director.
- Participate in organizing, scheduling and coordinating special events and activities; make appropriate arrangements for parking, seating, refreshments and other amenities; represent the Centre to students, faculty and staff.
- Update and maintain existing Web sites which contain information such as course materials, seminars, special events and workshops.
- Manage all UR courses and related software.
- Organize, book space, promote and plan special events, meetings, workshops and seminars.
- Manage and distribute event/workshop materials.
- Prepare meeting agendas, take and compose minutes, assemble and distribute materials, and track action items.
- Make all travel and or accommodations for participants attending Centre for Teaching and Learning meetings.
- Manage and prepare course certificates and distribute accordingly.
- Communicate with marketing team to create effective advertisements for each event.
- Purchase appropriate gifts and create letters of recognition for guests, facilitators etc of CTL events.
- Draft communications items about progress or issues as directed by the CTL Director.
- Prepare layout and draft of CTL newsletter.
- Handle website maintenance and updates.
- Provide administrative support to the Centre in budget tracking and management, travel arrangements, filing, answering telephones, creating and submitting expense reimbursements, reconciling expenses, ordering office supplies, etc.
- Monitor and maintain sufficient office supplies; track the ordering of all supplies and equipment.

Position Requirements

**Position Requirements**:

- Grade 12 supplemented by the successful completion of a recognized office/business course with a minimum of three years of directly related experience. An equivalent combination of education and experience may be considered.
- Demonstrated experience in complex databases such as: Banne

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