Administrative Assistant

Job Summary
Provides general and administrative support to the Associate Director, Faculty Development (ADFD). The incumbent will be handling correspondence related to the ADFD role, including but not exclusively maintaining ADFD’s schedule and booking meetings. Assists the Assistant to the Director and Senior HR Assistant in HR administrative support in relation to ARPT. Acts as finance clerk as needed.

Organizational Status
Reports to the HR & Finance Manager. The incumbent performs required tasks as requested by the ADFD or the Director of the School The position supervised by the Assistant to the Director and works closely with the Senior HR Assistant.  Also, works cooperatively with and interacts regularly with faculty, School staff, and staff from other academic and administrative units on campus.

Work Performed

- Welcomes and greets visitors, takes messages and has general knowledge of nursing programs in order to respond to e-mail, telephone and in-person enquiries, responding or redirecting as appropriate.

- Provides administrative support services to the ADFD and the ARPT Committee.

- Works closely with the Assistant to the Director and Senior HR Assistant to assist and to coordinate promotion, tenure, and re-appointment processes, awards nomination processes, office administration procedures, and adjunct faculty appointment processes.

- Uses diplomacy and tact in dealing with University officials, faculty members, staff,  and academic leaders and faculty from other universities.

- Organizes the calendar of the ADFD specific to their role by scheduling meetings and appointments, identifying and communicating high priority requests and coordinating with other schedules.

- Coordinates and provides follow up on correspondence, reports and other material prepared by the Associate Director;

- Composes letters and memos in accordance with established procedure for the Associate Director's or the Director’s signature.

- Books rooms, arranges teleconferences and arranges catering if needed.

- Perform finance duties part-time, such as journal entries, expense reports, credit card payments and travel requisitions. Supports the finance clerk when needed.

- Coordinates meetings for the ADFD according to the portfolio, monitors RSVPs, prepares agendas, attends and records minutes of relevant meetings, ; distributes minutes; follows up on actions required in a timely and efficient manner.

- Receives and directs visitors to the Administration Office in a professional and courteous manner.

- Responds to in-person, telephone, and e-mail communications in a professional and courteous manner; provides and obtains information effectively and tactfully; refers the individual to the appropriate staff or faculty member, as necessary.

- Assists in updating the School's intranet and internet sites, especially related to faculty profiles

- Files documents and maintains filing systems, both paper and electronic. When directed, reviews existing files and renames, culls, archives, and/or disposes of material.

- Composes and types routine correspondence, forms and other written material.

- Processes information and updates various files, records and lists.

- Researches and looks up information on the Web.

- Photocopies and collates materials as required.

- Contributes to the web-based systems used by the School for internal communications: updates faculty and directory web pages including content, in accordance with School priorities and direction.

- Liaises with appropriate resources to acquire information and resolve problems.

- Performs other duties as required

Consequence of Error/Judgement

Works within general guidelines, applying knowledge of procedures and regulations to establish priorities. Exercises judgment and tact in dealings with others on the telephone, in person and by e-mail. Applies knowledge of procedures, guidelines and regulations and makes decisions based on guidelines and precedents. New or unusual problems are referred to supervisor. Certain duties will require a high level of confidentiality.

Poor judgment could have an adverse effect on the work of the Associate Director of Faculty Development and the School of Nursing. Failure to maintain timelines for reappointment, promotion and tenure admin support processes could affect the career paths of faculty; failure to adhere to awards nomination procedures in completing forms and supplemental packages could result in missed awards, reducing the reputation of the faculty and the School. Failure to comply with financial guidelines could cause inaccurate financial reporting, reconciliation, and collection of funds for the School.

Supervision Received
The position reports to the HR & Finance Manager, and works independently under the direction of the ADFD and Director. The incumbent is supervised on day-to-day tasks by the Assistant to the Director and works closely with the Senior HR Assistant for administrative business processes, clarifying issues of a non-routine nature only. Receives specific instructions on unusual problems and on matters that depart from established practice.

Supervision Given
Not required to supervise; may explain work procedures to new, temporary or inexperienced staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Preferred one year post-secondary education with training in HR administrative practices and office procedures. Ability to exercise tact, discretion and confidentiality; Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English; Ability to accurately proofread for spelling, grammar, and punctuation; Ability to identify and respond to contentious or sensitive issues with discretion; Ability to deal effectively with a diversity of people; Ability to multi-task, prioritize work and meet deadlines; Ability to deal with people in a courteous, calm manner; Ability to work effectively independently and in a team environment; Ability to accurately maintain appointment calendars, and schedule appropriate appointments; Ability to maintain accuracy and attention to detail; Ability to apply generally accepted accounting principles in an appropriate manner; Ability to create and accurately maintain record and filing systems; Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals; Ability to understand and apply policies, procedures, and instructions; Ability to communicate effectively verbally and in writing; Ability to take and transcribe accurate meeting minutes; Ability to politely screen calls, direct as appropriate, and take accurate messages; Ability to identify and correct missing and incomplete data; Ability to anticipate problems and issues and plan ahead; Ability to gather, record, and organize information; Ability to effectively use MS Office, MS Excel, internet and email at an advanced level; Ability to think conceptually. i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns in complex data, and identify key or underlying issues in complex situations; Ability to listen actively and attentively, and obtain clarification as required; Ability to exercise sound judgment; Ability to accurately complete job-specific tasks within required timelines; Ability to handle interruptions and work in a shared office environment; Ability to prepare financial reports; Ability to accurately gather, organize, and summarize financial information; Ability to effectively perform accounts payable and accounts receivable related duties.

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