Divisional Assistant
4 weeks ago
- Provides administrative support to the Supervisor(s) and Division by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems; handles sensitive material.
- Performs duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Supervisor(s), word processing a variety of correspondence, contracts and agreements.
- Acts as receptionist for the Division by receiving and screening visitors, providing information and directing to appropriate area and responding to general inquiries.
- Maintains Supervisor(s) calendar and appointment books; schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings.
- Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.
- Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters and salary issues; maintains office supplies inventory.
- Gathers information and produces reports, statistics, newsletters, spreadsheets and charts.
- Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and may assist in coordinating events and activities, collects fees as required.
- Receives, stamps, sorts and distributes mail.
- Acts as liaison for divisional facilities and equipment concerns.
REPORTS TO
As Designated
EDUCATION:
- Two years' post-secondary education including the completion of a related certificate or diploma
EXPERIENCE:
- Four years' administrative experience including two years' experience with electronic word processing and data entry
SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Ability to perform electronic word processing at 60 wpm and data entry
- The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
- Ability to deal courteously and tactfully with staff, students and members of the general public
- Ability to communicate effectively both verbally and in writing
- Ability to exercise considerable independent action
- Ability to plan and organize work
- Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment
WORKING CONDITIONS
- Sitting at desk and computer for period of time
- General office conditions
- Ability to lift weights up to 10 kg
- Travel required
The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.
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