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Administrative Assistant, Registrar's Office

3 months ago

Niagara Falls, Canada University of Niagara Falls Canada Full time

Position Job Title : Administrative Assistant, Registrar's Office

Location: Niagara Falls, Ontario (Onsite)

Employment Type: Full-Time, Permanent (Onsite)

Reports To: Registrar


Overview

The University of Niagara Falls Canada (UNF) is an innovative and digitally oriented institution that prepares graduates for leadership in a digital world.

Academic programs are aligned to meet the demands of business and industry, providing students with the skills and knowledge needed now and for the future.

UNF’s vision is to offer innovative education and research for a digital world.


Primary Purpose

The primary role of the Administrative Assistant is to provide comprehensive and proactive administrative support, ensuring the smooth operations of the Office of the Registrar. The Administrative Assistant will be responsible for effectively managing schedules and activities and supporting the facilitation of daily tasks, thereby contributing to the overall efficiency and effectiveness of the Office of the Registrar Leadership team.


Specific Responsibilities

  • Day-to-day senior administrative support
  • Well-organized, efficient, and professional front-line image with internal and external clients
  • Manage incoming correspondences, prioritize, and flag to the University Registrar where appropriate
  • Calendar management and scheduling; coordinate and prioritize meetings in-person and across multiple time zones using a variety of online meeting platforms
  • Background briefing materials for meetings, conferences, appointments, or interviews and take and distribute meeting minutes where applicable
  • Edit a variety of documents and e-mails, including highly confidential correspondence, memos, presentations, MOUs, contracts, and proposals
  • High-level research to support the organization and overall business needs
  • Travel arrangements, including flights, hotels, and ground transportation
  • Process expense claims
  • Support visits from various delegates concerning the university’s business needs
  • Preparation for all virtual speaking and social events, correspond with external/internal stakeholders, and work with the internal team on the coordination of PPTs and speeches
  • Participate in ad-hoc event committees and assist with preparations, as required
  • Handle confidential information with discretion
  • Maintain a well-organized filing and backup system
  • Liaise with other departments and external stakeholders, as required
  • Curate documents for the Registrar’s review and signature, ensuring accuracy and adherence to established protocols and standards


Position Requirements


Competencies

  • Interpersonal, oral, and written communication skills; ability to effectively communicate and interact with all individuals with integrity, empathy, and sincerity
  • Build harmonious working relationships with co-workers and clients
  • Organizational skills
  • A calm and professional demeanor
  • Self-starter and problem solver
  • Goal-oriented
  • Complete duties with speed and accuracy without immediate and constant supervision
  • Able to follow protocols for interacting with a variety of stakeholders including politicians, government officials, international visitors and more
  • Act with tact, good judgment, and discretion, protecting confidential information


Education And Experience

  • Minimum three (3) years as an administrative assistant to a managerial role (administrative assistant experience within a post-secondary institution considered a significant asset).
  • Bachelor’s degree in a relevant discipline such as office administration, business administration, communications
  • Written and spoken fluency in English
  • Proficiency in Microsoft Office, Word, Excel, PowerPoint, Outlook, and Adobe


Diversity, inclusion and equity

The University of Niagara Falls Canada (UNF) is strongly committed to equity, diversity, and inclusivity within its community and especially invites applications from all qualified candidates. Racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas are encouraged to apply.


We will accommodate the needs of the applicants and the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the selection process, please advise to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measures will be addressed confidentially.


We appreciate all applications received; however, only candidates selected for an interview will be contacted.