Departmental Office Administrative Assistant

Overview:
The Departmental Administrative Office Assistant provides a broad spectrum of administrative and operational support to facilitate the day-to-day operations of the Department of Chemistry. This position is a part of the administrative team that creates and maintains a positive student-centered and service-oriented environment in Chemistry. This role moves seamlessly between tasks and shifting priorities, to address critical needs. The Departmental Administrative Office Assistant provides continuity and demonstrates breadth and depth in all core operations in the department with a focus on Chemistry Graduate and Undergraduate programs, Health & Safety and the Chem 13 News/Avogadro Exam outreach program.

**Responsibilities**:
Coordinate the logistics and primary contact for the Chem 13 News/Avogadro Exams
- Contact person for all Chem 13/Avogadro exam inquiries
- Communicate changes needed to the Chem 13 News website to the department Web Communications staff member
- Responsible for ensuring school exam orders are entered correctly and sent to Science Computing to execute on exam days
- Troubleshoot and manage problems, customer issues and last minute details for the Chem 13 News/Avogadro exams
- Responsible to work with Finance on the exam payment set up
- Maintain accurate database for the Chem 13 News/Avogadro exams
- Maintain archives of the Chem 13 News magazine

Graduate Program Support
- Assist the Associate Chair Grad and Grad/UG Coordinator/Advisors with TA assignments each term including the communication with faculty and lab instructor staff on TA needs
- Assist with the management of the TA contracts each term; posting in SharePoint, collecting signatures, etc.
- Maintain TA database of signed contracts each term
- Track completion of TA training and send reminders to TAs to complete the TA Workshop training modules each term
- Enter TA assignments each term into MS Access
- Assist in the planning and execution of department graduate student events (e.g. monthly grad student coffee/donut)
- Update the graduate studies section of the website as needed

Undergraduate Program and other Administrative Support
- Assist the UG Coordinator & Advisor with the NSERC USRA process each term
- Act as back up to the UG Coordinator & Advisor for hiring NSERC USRA and faculty co-op students in Workday each term
- Update the undergraduate sections of the website as needed
- Assist with updating and maintaining the department SharePoint site
- Arrange for Immigration (IMM5802) form for all work permits for IVGS students
- Order textbooks for Undergrad and Graduate courses (if needed) and as required by the Department each term; serves as a liaison person to the Bookstore

Department Health & Safety Support
- Run monthly Chemistry lab safety inspection reports in Safely and remind research faculty and lab instructors to complete monthly safety inspections
- Run Chemistry term lab safety inspection reports in Safely and remind the department Health & Safety committee members to complete term safety inspections
- Schedule department Health & Safety Committee meetings each term, attend meetings, and take the meeting minutes
- Keep department Health & Safety Committee bulletin board up-to-date
- Update Safely when there are lab space changes, Department Health & Safety committee members changes, and inspection delegate changes

General Office Support
- Act as back up to the Web Communications staff member to post event and departmental information on websites and social media, as needed
- Maintain a database of door key codes for C2, ESC, parts of DC and STC
- Issue key permits to eligible staff, faculty and students
- Provide students, faculty and staff with OWL, photocopier training and support and book meeting rooms as needed for the department
- Attend meetings and update skills as deemed necessary for this position e.g. WCMS training
- Assist the Administrative Officer with the submission of work requests, move requests, and asset disposal forms and track to completion
- Assist with lab and office move changes
- Assist with planning departmental events (working meetings, Holiday Party, Chem 494 orientation/seminar day, T&P recognition, etc.)
- Act as back up to actively monitor and order departmental supplies
- Identify and recommend process improvements
- Assist with special projects, (e.g. departmental outreach), data collection (departmental reviews) and other duties, as assigned by the Administrative Officer

Qualifications:

- Completion of a College Diploma and/or University degree or a relevant combination of education and work experience required
- 2+ years of extensive administrative experience; academic setting is preferred
- 2+ years of experience in a front-line customer facing role
- Experience pertaining to undergraduate and graduate programs is an asset
- Experience interpreting university policies and procedures is an asset
- Familiarity with Science discipline and relevant academic pol