Office Support Specialist, Plant Sciences
4 weeks ago
Administrative Coordinator, Plant Sciences
Primary Objective: To deliver comprehensive administrative and clerical assistance within the Plant Science Department and facilitate various operational functions.
Job Overview: This role reports directly to the Manager of Finance & Administration. The incumbent will work autonomously, managing all facets of assigned responsibilities while exercising sound judgment within defined parameters. The position requires adapting established practices to address challenges and consulting with the supervisor on complex issues to identify suitable resolutions. Effective communication with faculty, staff, and students is essential, with a strong emphasis on customer service and the precise exchange of information. The individual will collaborate effectively with colleagues, initiating discussions to resolve conflicts or issues. Suggestions for enhancing workflows and the work environment are encouraged. The role may involve providing guidance to internal stakeholders in specific areas of expertise. A thorough understanding of the impact of one’s work within the broader university context is vital, along with a focus on personal skill development to enhance contributions. Proficiency in preparing and organizing information is required, with advanced knowledge of MS Office applications.
Key Responsibilities:
Core Duties (including but not limited to):
Deliver high-quality administrative support, including managing the schedules and priorities of the Department Head and CDC Director with discretion and sound judgment. Prepare correspondence and documents efficiently and accurately; handle incoming and outgoing calls; provide general reception duties. Assist faculty in developing teaching materials. Support the preparation of new course proposals and modifications to existing programs. Facilitate collegial processes, such as maintaining faculty CV data, case files, and annual reviews. Coordinate faculty recruitment efforts, including communication with applicants and referees, arranging interviews, and managing accommodations. Provide support for onboarding and offboarding processes within the department. Assist with position advertising, TA allocation, and time tracking. Prepare class schedules; submit undergraduate grade changes and grade submissions. Liaise with academic and administrative units as required for various tasks and projects. Prioritize and manage incoming mail effectively. Prepare for meetings, including logistics, agenda setting, and minute-taking; arrange venues and reservations for administrative, research, and teaching activities. Ensure accurate and timely preparation of travel itineraries and arrangements. Provide assistance with physical resources, including IT support requests and office supply orders. Maintain the functionality of office equipment. Manage bulletin boards and event support, ensuring a positive representation of the department. Perform other duties as assigned.Accountability Standards
Ensure all communications with students, faculty, staff, and the public are accurate, timely, and courteous. Handle all confidential information with discretion. Adapt established methods to resolve challenges and consult with supervisors on complex issues. Complete all tasks within established deadlines, prioritizing effectively and collaborating with others as needed. Maintain attention to detail and accuracy in all work. Work collaboratively with others, applying team skills to support departmental goals. Document and update all policies, processes, and procedures according to established standards.Educational Requirements: A relevant postsecondary certificate is required, with an undergraduate degree considered an asset.
Experience Requirements: A minimum of 3-5 years of related experience is preferred, ideally in a dynamic work environment.
Required Skills:
Demonstrate sound judgment in decision-making and problem-solving to meet priorities and deadlines. Take initiative to anticipate future requirements beyond assigned tasks. Foster a positive, productive, and collaborative team environment. Share knowledge to enable informed decision-making among colleagues and leadership. Uphold high standards of professional integrity and proficiency in administrative functions. Exhibit effective interpersonal and communication skills, both written and verbal. Possess strong organizational and time management abilities. Function effectively both independently and as part of a team. Adapt quickly to learn new tasks in a fast-paced setting. Manage multiple priorities from various sources while maintaining attention to detail and proficiency in MS Office.-
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