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Administrative Assistant, Mathematics

3 months ago

Wolfville, Canada Acadia University Full time
Position: Administrative Assistant
Department: Department of Mathematics & Statistics
Position Type: SEIU Administrative Assistant 3, Full-time
Date Posted: July 24, 2024
Application Deadline: July 31, 2024 at 11:59PM
Competition #: 24-30-AU
Salary: $44,089 per annum (SEIU Administrative Assistant 3). Salary increases to $50,371 following successful completion of 6-month probation period.
Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 3 weeks vacation increasing with years of service, university paid holidays including winter break closure.

What you'll do

Responsibilities

Acadia seeks a full-time A dministrative Assistant in the Department of Mathematics and Statistics to provide administrative support for all departmental activities. The Administrative Assistant will manage initiatives that support the Department Head, faculty, and students while ensuring the effective and efficient workflow and operation of the Department. This also includes supporting the Mathematics and Statistics Help Centre and overseeing and operating the Rothberger Mathematics Library.

Duties will include:

Managing the department's finances, including drafting the Department's annual non-salary budget. Other financial responsibilities include tracking of expenditures through purchase orders and procurement cards, maintaining accounting database, and proactively providing accurate and detailed financial reports for professional development funds and the department budget. Managing the human resources and finances for the department's large number of Teaching Assistants. Assisting with timetable development and managing ongoing issues with the scheduling of courses. Tracking enrolment of students and regularly reviewing student records to ensure they are meeting degree requirements. Inquiries are frequently regarding course registration/options and academic regulations. Receiving visitors, calls and other contacts to the department and providing informed responses to inquiries and referrals as appropriate. Supporting both graduate and undergraduate students within the department and providing assistance to service departments when requested. Supporting the Mathematics and Statistics Help Centre including operations, queries, and room bookings. Overseeing and operating the Rothberger Mathematics Library, consulting with the Vaughan Memorial Library when necessary. Support marketing and promotion of the department and its activities through the maintenance of the departmental website, social media, and other communication channels. Preparation of routine correspondence, records management, preparation of reports and scheduling meetings.

What you'll need

Qualifications

We are seeking a candidate who has proven experience delivering a high level of client service and demonstrated ability to think clearly, resolve issues, pay attention to details, and take initiative. Completion of a recognized program in office/business administration or Degree combined with 5 years related work experience. Demonstrated strong analytical skills and ability to work to a high level of accuracy, maintain confidentiality, and be flexible to regularly changing priorities are necessary. Advanced financial and budget experience, with demonstrated ability to reconcile accounts in a detailed and timely manner. Manage and maintain a professional office both physically and electronically. Applicants must be highly proficient in the use of Microsoft Office applications. Experience with database management is necessary; familiarity with the Colleague database would be an asset. Web and social media presence management would be an asset. Familiarity with Acadia's academic programs and administrative procedures is an asset.

For further information or to request a detailed job description, please contact Keilani Tupper at keilani.tupper@acadiau.ca