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Administrative Assistant, Earth and Environmental Science

1 month ago

Wolfville, Canada Acadia University Full time
Position: Administrative Assistant
Department: Department of Earth and Environmental Science
Position Type: SEIU Administrative Assistant 2, Full-time
Date Posted: July 23, 2024
Application Deadline: July 30, 2024 at 11:59pm
Competition #: 24-29-AU
Salary: $38,797 per annum (SEIU Administrative Assistant 2). Salary increases to $43,242 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 Administrative Assistant in the Department of Earth and Environmental Science to provide administrative support to the Head of the Department, as well as to its faculty and students. Duties will include receiving visitors, calls and other contacts to the department and providing informed responses to inquiries and referrals as appropriate.

Duties will include:

Assist in setting the agenda for departmental meetings, ensure that faculty are advised in advance as to dates and times of meetings, attend the meetings and record the minutes. Prepare routine correspondence, records management, and reports. Receive, package and post/courier packages as needed and will maintain and manage Acadia FedEx account for departmental shipping. Maintain supplies for printers and plotter, and act as principal operator of plotter; including billing. Monitor and maintain adequate levels of consumables for the day-to-day operation of the department and stockpiling of materials for specific projects such as field schools. Assist the Department Head in overseeing radiation safety processes and reporting to Health Canada regarding radiation exposure. Manage vehicle bookings for in-course field trips and field schools as required. Performing all departmental purchasing, tracking of expenditures, maintaining accounting database, and assisting with budget preparation including financial management of the Rock Room Fund and Acadia Petrographic Laboratory. Maintenance and updating of the departmental website. Input course timetable and modifications into Infosilem software. In collaboration with the faculty student advisors, aid in the course advising of students in undergraduate programs when required.

What you'll need

Qualifications

Completion of a recognized program in either office or business administration, combined with related work experience is required.

Demonstrated ability to work to a high level of accuracy, maintain confidentiality, and be flexible to regularly changing priorities is necessary, as is the need for strong analytical skills.

Applicants must be highly proficient in the use of Microsoft Office applications.

Familiarity with the Colleague, Informer, SLATE, and Infosilem database would be an asset.

Familiarity with Acadia's academic programs and administrative procedures an asset.

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