Administrative Assistant

2 weeks ago

Thunder Bay, Canada Lakehead University Full time

Education
- Thunder Bay
- Full-time
- Permanent

**Overview**:
The Administrative Assistant has an integral role within the department of Graduate Studies & Research in Education. This position is a complex administrative role that provides comprehensive operational support, both in person and virtually, to the administrative team, faculty, contract lecturers, and student body at both the Thunder Bay and Orillia campuses.

**Responsibilities**:

- Provide professional and knowledgeable administrative and programming support to all staff, current and prospective students, faculty and contract lecturers;
- Offer empathetic, understanding and respectful guidance and advice to students of diverse backgrounds, including supporting the unique needs of international students
- Perform complex, multi-layered program scheduling and timetabling, course allocation, and room bookings associated with all GSRE programming;
- Liaise with university departments such as the Faculty of Graduate Studies, Lakehead International, Enrolment Services, Scheduling, and others;
- Coordinate with Brock University and the University of Windsor to support the Joint PhD Program Secretariat;
- Coordinate the hiring processes, including preparing offer letters and contract appointments for Contract Lecturers each academic year;
- Provide administrative assistance to the Chair, including answering and/or directing student and community inquiries, drafting professional correspondence and creating detailed spreadsheets and reports;
- Accurately maintain highly detailed records that include databases, spreadsheets and organized electronic files with enrolment and program statistics;
- Professionally represent the department and its programs at various internal and external meetings and events, such as student tours, recruitment fairs, faculty council meetings, etc.
- Other related duties as required.

**Qualifications**:

- Post-secondary degree in office administration or a related field combined with 5+ years of closely related administrative experience in an academic setting reflecting increasing administrative responsibility. Experience in a college or university setting is preferred.
- Advanced proficiency in Google Workspace is imperative. Specifically, Sheets, Docs, and Forms. Proficiency with Adobe software is an asset.
- Strong attention to detail and accuracy in formatting, organizing, and managing large volumes of data in complex spreadsheets.
- Highly developed interpersonal communication skills and the ability to confidently and appropriately direct emergent situations, such as students experiencing distress.
- A high degree of professionalism, confidentiality, and tact, working collaboratively with a large faculty and administrative team.
- Ability to work under pressure and manage competing priorities and deadlines.
- Experience working with internal university platforms such as Datatel, Concur, D2L and Curriculum Navigator is an asset.
- Benefits Information- Why LakeheadApplication Deadline:
Monday, August 4, 2025 - 11:59pmSalary:
Level 7: 48,521.20 - 57,348.20Contact Information:
Reference Number:
COPE-25-12- Application Deadline:

- Monday, August 4, 2025 - 11:59pm
- Salary:

- Level 7: 48,521.20 - 57,348.20
- Yes, eligible for benefits
- Contact Information:

- Reference Number:

- COPE-25-12

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