Description:
Under the direction of Finance Officer, performs various duties including minute taking, supporting of activities for CMARC, and responding to stakeholders in person (at front desk) and via e-mail. Opens and sorts mail and e-mails. Resolves problems that arise daily within the area of responsibility. Assists clients and Centre staff with animal care and use of software-related issues, and assists students with workshop registration and scheduling. Maintains inventory of supplies and handles cash. Supports CMARC managers with tasks
Tasks:
- Within the scope of responsibility, independently acts on problems and requests from PIs or research staff and liaises with internal Centre facility supervisors, team leaders, animal health technicians, and managers to relay pertinent information and resolve problems that arise.
General support in departmental office: answers telephone calls and handles general email inquiries. Greets visitors; refers callers and visitors to resource persons as needed.
Physically supporting the reception area in 1416 (opening doors, receiving shipments, entering packing slips and receiving them in MMP, contacting requestors advising them the shipment was received, answering calls placing shipments in their place (including pharmacy items).
Arrange shipment returns and when required, obtain quotes and prices for specific needs.
Maintains file systems and organizes paperwork.
Focus on managing the physical filing and/or data entry of room logs/animal health cases to maintain CCAC compliance and per diem rates time cards that will done multiple times a year.
Takes meeting minutes, makes room reservations, translates documents, drafts communications, manage meeting agendas, among other secretarial duties.
Occasionally assists with the workshop registrations and animal models. Is the direct contact with external vendors on behalf of over 100 Principal Investigators (PI) to coordinate the purchase of vital animal models used in Biomedical research at the University.
Place, follow-up and contact vendors regarding animal orders when needed.
May be asked to send emails to suppliers, work on excel spreadsheets, and other related tasks.
May be asked to assist with organization of special events.
Support CMARC project work with clerical tasks.
EDUCATION /EXPERIENCE/ OTHER REQUIREMENTS:
- DEP (Secretarial/Office Systems)
- 3 years of related experience
- incumbent will be present on campus 5 days/week
- Excellent organizational skills
- Experience with customer-facing roles
- Patience, a ‘can-do’ attitude and time-management skills
- Excellent attention to detail
- Demonstrated administrative skills and experience
- Exceptional written and verbal communication skills in English
- The ability to multi-task
- Be flexible and open to change
- The ability to organize and prioritize
- The ability to work alone and in a team environment in a professional manner
- To be able to use a computer and main office programs competently (Word, Outlook, Teams, SharePoint, Workday)