Description:
Under the direction of the Director, Business Operations EIT, the Administrative Assistant will:
- Responsible for the direct supervision of other administrative staff as required; assigns tasks and/or delegates responsibility.
- Monitors performance of other administrative staff and provides day-to-day and periodic performance feedback
- Provides administrative support to the department including maintaining a logical digital filing system; including transactional records, business continuity plans, and budget correspondence, as well as other confidential documents, including collective bargaining material, discipline/grievance documentation and work disruption plans.
- Coordinates and maintains a Centralized Attendance Calendar and associated documentation for the department used in reconciling with the university's People and Culture Team.
- Provides confidential secretarial and other clerical assistance to the CIO, EIT Leadership Team and, as required, to other department staff for the preparation of documents, presentations, and spreadsheets.
- Composes and proofreads various documents and correspondence for the EIT Leadership Team including diagrams and presentations to assist in the preparation of reports and internal and external (e.g., conference) presentations.
- Assists the EIT Leadership Team with the management of their calendar by coordinating meeting requests, booking meetings and proactively resolving conflicts.
- Assists the EIT Leadership Team with organization and maintenance of the EIT electronic and hard copy file systems. Demonstrates innovation in the area of electronic file storage to improve efficiency.
- Co-ordinates meeting requirements for various Enterprise Committees and Meetings that are attended, supported and/or chaired by the CIO or other members of the EIT Leadership Team as assigned.
- In accordance with departmental and university policy and procedures, prepares all procurement documents necessary to both procure goods and pay vendor invoices. This includes Purchases Requisitions, Limited Tendering Forms and Requests for Payment and other necessary documents to support both the operating and capital budgets for the department.
- Acts as the interface with the university's various financial services departments at an administrative level.