Administrative Assistant

Description:

• Provide advanced administrative support to the Department Chair, Program Coordinator, department committees on a wide variety of complex, sensitive and confidential issues;
• Consult and collaborate daily with the Chair and Program Coordinator providing a positive and proactive approach to administrative systems and evolving procedural requirements;
• Manage annual administrative calendar of activities and advise Department members of schedules, deadlines, and documentation to be submitted to the Chair;
• Provide support and assistance to all Department members including new faculty, contract lecturers, visitors, etc.;
• Provide first-line assistance to students; re-direct for additional assistance, forms, resources, etc.;
• Assist with outreach to target groups i.e. to promote academic success, program recruitment, etc.;
• Serve as timetable representative to the department for exam scheduling and support the Program Coordinator and Chair in course scheduling;
• Enter, submit, and monitor calendar changes through Curriculum Navigator system as directed;
• Assist the Program Coordinator, Chair, and Graduate Program Directors with program admissions processes and with application and nomination processes for Graduate Assistantships, awards and scholarships;
  • Coordinate graduate student thesis/dissertation proposal and final defenses
• Compile a variety of information, and use software to summarize and present information in tables and graphs;
• Make travel arrangements, process requests and reimbursements in the Concur system;
• Assist with all matters relating to the hiring process, including the preparation, approval, and circulation of positions, scheduling interviews, preparing employee information forms, and ensuring that new hires have the information and resources necessary for a welcome arrival;
• Ensure the smooth operation of the committees; serving as a resource and liaison to committees;
• Prepare and maintain minutes and agendas for departmental meetings; follow up on relevant business as required;
• Arrange meetings and presentations;
• Operate the clinical test library and archives in an efficient and effective manner by storing, tracking and circulating clinical test kits, scoring sheets and protocols in line with test library policy; monitor supplies for repair or replacement; Create professional and clear documentation and email communications;
  • Produce and distribute departmental newsletters;
• Monitor department email account and respond to program inquiries by email, telephone, in-person in a positive, friendly and professional manner;
• Create and maintain digital and physical filing systems and maintain equipment and supplies
  • Maintain departmental supplies and arrange purchases as assigned;
• Actively maintain the departmental website and social media platforms;
• Perform other duties and assist with special projects as assigned

QUALIFICATIONS:

• College diploma or Bachelor’s degree along with a minimum of three years of recent and related advanced administrative support experience; or an acceptable combination of equivalent education and experience. Advanced proficiency with Microsoft Office Suite, Google Calendar Adobe suites, social media platforms, websites, internet, as well as Datatel/Colleague;
• Demonstrated experience liaising with internal and external stakeholders, respond to and handle matters of a complex, confidential and sensitive nature;
• Experience managing the flow of a complex, fast-paced office environment;
• Experience managing a very busy schedule/calendar;
• Ability to adapt and learn new systems and software as required;
• Superior customer service skills;
• Excellent skills in understanding and interpreting procedures, policies and guidelines. Familiarity with University policies and procedures would be an asset;
• Excellent time management and exceptional attention to detail
• Excellent written and oral communication skills including proven editing skills;
• Excellent organizational and interpersonal skills;
• Demonstrated ability to work and handle all office duties in a confidential and diplomatic manner;
• Demonstrated ability to multitask a variety of high priority duties and work under the pressure of deadlines in a busy office with frequent interruptions;
• Excellent spelling and grammar skills;
• Strong capacity for independent judgement.