Administrative Assistant, College of Pharmacy and Nutrition

Administrative Assistant, College of Pharmacy and Nutrition Primary Purpose: To provide administrative support to the College of Pharmacy and Nutrition; specifically, the Dean’s group and the Executive Assistant. Nature of Work: Reporting to the Executive Assistant, the successful candidate will work in a highly active and often complex office environment with multiple and competing demands and deadlines. The work requires judgment and the ability to make decisions and provide sound guidance and support to College faculty, staff, students and partners in the respective professions. Prompt, complete and accurate work is essential to mitigate reputational risks. The ability to understand, interpret and apply university and College policies and guidelines as they relate to the administrative, program and financial functions of the College including external funding agreements is required. This position will work as a team player ensuring collegial interaction with all stakeholders, prompt resolution of conflict, and the ability to make recommendations that contribute to positive work and learning environments.  Typical Duties: Administrative support –provide effective administrative support to the Academic Advisor for final exams and final grades, as required by the Associate Dean of Academic Administrative support –provide effective support including calendaring and day to day administrative tasks for the Assistant Deans; attending, record keeping and follow up at Division meetings and Division committees to ensure planning and implementation of the delivery of the professional programs in Pharmacy and Nutrition Administrative support - Assist with and positively support administrative activities of the Dean’s office, including coordinating of daily workflow and implementation of Division-specific projects and events, in collaboration with all members of the Dean’s office staff; backup support for the Executive Assistant to the Dean when on holidays, sick, occasional relief support to the College main office staff, including covering breaks, EDO’s, sick days etc. Financial support – provide administrative support to the College Finance SBA; responsible for expense reimbursements for faculty, staff and students; paying invoices, cash reports, filing and other duties as assigned, in collaboration with Dean’s Office staff Other duties – as assigned by the Executive Assistant and Dean Qualifications Education: A relevant diploma/certificate in office administration is preferred. A combination of relevant education and experience may be considered. Experience: Minimum of three to five years directly related experience, including demonstrated ability to provide coordinated financial and administrative support to teams and individuals; and to work positively and effectively with confidential and sensitive information. Knowledge and experience of university structures and processes will be assets. Familiarity with university systems such as PAWS, AboutUS and UniFi are assets. Skills: Projects high standards of professional integrity; shares knowledge and exercises sound judgment appropriately in decision-making and problem-solving; ability to work in a high volume setting and manage multiple projects with competing deadlines; ability to recognize and implement changes in policies/procedures which result in the improved delivery of program and administrative support; takes the initiative to move beyond completion of assigned tasks to plan for future requirements; models a positive, productive, and collaborative work environment within the College and other units on campus; demonstrates excellent communications skills, both written and verbal; possesses effective organizational and time management skills; works both independently and as an effective team member; has ability to learn new tasks in a fast-paced environment; demonstrates ability to deal effectively with multiple priorities while maintaining attention to detail; and proficient computer skills; must be able to cultivate strong and positive working relationships with faculty, staff, students, professional partners and other stakeholders. This position is in scope of CUPE 1975.