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Coordinator, Talent Acquisition

2 weeks ago

Sault Ste Marie, Canada Algoma University Full time

**Job Title: Temporary Social Work Administrative Assistant**:

- Staff Bargaining Unit_

**Position Status**:Temporary, Full-Time (35 hours/week)
OSSTF

**Department**:School of Social Work

**Supervision Received**:Dean of Humanities/Social Sciences & Cross-Cultural Studies
Director, Social Work (functional)

**Location**:Sault Ste. Marie, ON

PRIMARY FUNCTIONS:
A. Administrative Support for Director 40%

B. Field Education, Admissions & Community Engagement Support 40%

C. Communications / Coordination Support 10%

D. Program & Academic Administration Support 10%

**TOTAL 100%**

Reporting to the Dean of Humanities/Social Sciences & Cross-Cultural Studies, the Social
Work Administrative Assistant provides support to the Director, Social Work, and completes a
variety of administrative duties in order to support the School of Social Work. This position
requires a high degree of organizational, communication, and administrative skills, and the
ability to work independently, collaboratively, and as part of a team.

RESPONSIBILITIES:
**A. Administrative Support for Director (40%)**
- Support the Director in the budget tracking process for the Sault Ste Marie and

Timmins budgets: review budget summary, list accurate program budget input,
contrast budget summary to meet the Canadian Association for Social Work Education
(CASWE) standards, review general ledger expenses, coordinate and oversee
expense approvals and seek approval from Director, and collaborate with Finance
team on budget-related matters.
- Lead the preparation of authorization and travel claim forms, purchase orders, petty

cash, and mileage forms, with appropriate signatures.
- When required, lead the process to collect and collaborate with Algoma University

administrative support staff on the materials needed to support the various program
accreditation processes and requirements (i.e. CASWE, Institutional Quality
Assurance Process [IQAP]), and the required community consultations.
- When required, coordinate with the Quality Assurance Officer to set up meetings for

site review accreditation processes.
- Support the Director in the collection of data that is specified in the CASWE School of

Social Work survey.
- Coordinate and support the facilitation of social work/retreat meetings, and BSW

Advisory meetings in Sault Ste. Marie, including catering, room bookings, developing
agendas, preparing handouts and packages of information, taking minutes, following
up on all actions required from the meetings (as stated in the minutes), mailings,
certificates, Ontario College of Social Workers and Social Service Workers
(OCSWSSW) verification letters, and media, and ensure AV equipment is set up, and
IT supports are in place, as required.
- Maintain confidential information regarding student concerns and suitability review

processes with the Director.
- Develop and maintain confidential filing systems (including student files) and ensure

they comply with BSW Program record-keeping policies.
- Manage the inventory and storage of program supplies, equipment, and signing-out of

equipment.
- Complete errands as required to fulfill program goals/objectives (on and off-campus).
- Other duties, as assigned by the Director, Social Work.

**B. Field Education, Admissions & Community Engagement Support (40%)**
- Provide administrative support for all meetings and events (e.g. pre-registration and

orientation), including taking minutes, preparing agendas, ordering catering, room
bookings, AV equipment, honorariums, parking exit codes, and mailings,
communications, and promotions.
- Support the Field Education Coordinator with the collection and synthesis of

information including a database of students, potential and active placements sites,
and other records on customized databases (e.g. Google Suite), and the field
practicum evaluation system.
- Lead the processing of practicum and admissions-related invoices, expense

reimbursements, and purchase orders, as required.
- Support the Field Education Coordinator with the printing, photocopying, distributing of

materials, and collection of field education-related forms (print and/or electronic).
- Assist with the documentation of confidential student information relating to student

placement issues, appeals, and in conjunction with field placement suitability concerns
- Provide support in creating and updating CASWE-related social work materials (e.g.

student handbook, field manual, professional student expectations, etc.).
- Lead the collection of all student handbook acknowledgment forms for the Sault Ste

Marie campus.
- Assist in planning, organizing, and facilitating Open House events and other social

work and field education events during the calendar year.
- Support the distribution, collection, and data entry of program evaluations including

surveys and updates of School of Social Work alumni, field practicum supervisor
feedback, and other core materials in a timely and accurate manner.
** C. C