Clerical Assistant
3 weeks ago
Clerical Assistant (Operations Assistant)
Primary Purpose: The primary purpose of this position is to provide comprehensive clerical and administrative assistance to support the effective and efficient operations of the Department of Soil Sciences in the College of Agriculture and Bioresources. The position is responsible for providing a wide-range of financial and administrative services for faculty and staff in the department.
Nature of Work: Reporting to the department head, this position works independently and can complete all aspects of assigned duties, exercising judgement within established guidelines. This position will operate in a diverse, complex, and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm. Communicates primarily with faculty, staff and students with an emphasis on customer service and the accurate exchange of technical and factual information.
Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete, and accurate work is extremely important to mitigate risks associated with accreditation, safety, finance, and overall reputation.
This position is expected to adapt and modify known practices to solve problems and achieve goals.
Typical Duties or Accountabilities:
Provides accurate and timely clerical assistance to the department head through activities such as:
Managing the department head’s calendar, establishing a balance between meetings and office time. Preparing correspondence and documents; field incoming and initiate outgoing telephone calls. Preparing for meetings, including set-up, agenda and minutes; booking venues and making reservations for administrative, research, and teaching activities, electronic equipment set up. Assisting in preparation of new course proposals and program modifications for both student committees. Ensuring the general office physical space presents a positive impression of the department, including the Department Reading Room and lunch room. Accurate and timely preparation of travel itineraries and arrangements, letters and list management.Responsible for coordinating and supporting the Faculty Relations and collegial processes including, but not limited to:
Assisting department head with processes such as case files and annual reviews. Maintaining faculty CV data and coordinate CV update process.Responsible for supporting all members of the department through the provision of effective and efficient general administrative services including, but not limited to the following:
Providing effective and professional reception (including, but not limited to: answering the phone, administer both incoming and outgoing mail, and greeting and assisting visitors to the department and college). Preparing correspondence as required. Meeting & Event Coordination and Support ‐ scheduling, distributing docs, refreshments, invitations, etc. Ordering office supplies; manage department lab coat cleaning and inventory. Ensuring office machines are functional. Maintaining bulletin boards/notices as required. Prioritizing and directing incoming mail and maintaining filing of documents. Assisting with physical resource including requesting work initiations and arranging for technology support. Assisting with shipping/receiving, and purchase orders. Assisting faculty in preparing course materials (copy course materials, order textbooks, lab manuals, etc.) as required; Manage and maintain departmental SharePoint site and mailing lists.Education: Successful completion of grade 12 and relevant post-secondary education is required.
Experience: A minimum of 3 to 5 years of relevant experience is expected. Prior experience processing financial and payroll transactions in the University environment would be beneficial. A combination of education and experience may be considered.
Skills:
Exercises sound judgment in decision‐making and problem‐solving to ensure priorities and deadlines are met; Takes initiative to move beyond completion of assigned tasks to plan for future requirements; Develops and maintains collaborative, professional working relationships with other administrative units, both within and external to the college, to exchange accurate information, initiate planning, coordinate projects and resolve crises; Shares knowledge appropriately to allow fully informed decision making by colleagues and senior members of the department and college; Possesses high standards of professional integrity and proficiency in all aspects of administrative, financial and HR activities; Demonstrates effective interpersonal and communications skills ‐ both written and verbal; Possesses effective organizational and time management skills; Works both independently and as an effective team member; Maintains the ability to learn new tasks in a fast‐paced environment; Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources while maintaining attention to detail; andPossesses advanced proficiency using the current Microsoft Office suite (particularly Word, Outlook and Excel) and has experience working with large databases
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