Administrative Assistant, Faculty of Management - Greater Sudbury, Canada - Laurentian University

Laurentian University

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Greater Sudbury, Canada

3 weeks ago

Posted by:

Sophia Lee

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Home > Career Opportunity

Administrative Assistant, Faculty of Management:

Required Position:

Full-Time Appointment

Responsibilities:

The Administrative Assistant will:

Organize and track faculty workload and classroom/resource assignment, assesses resource allocation (e.g. if registration in a class exceeds the classroom size limit, will arrange for alternate locations), tracks resources, and course allocation for faculty, and recommends solutions to the Director;
Serve as an information centre for the School, providing support and process counselling (e.g. completion of forms) to BBA, BAA, B.Com and MBA students, faculty and others associated with the School;
Provide confidential administrative support to the School;
Administer the academic program through the academic year, from tracking and updating course and program delivery on the School's Intranet, to exam preparation, and marks submission;
Assist in the preparation and updates to the annual TA funding request forms;
Assist in the scheduling/ updates of the timetables of course offerings and workloads, prepare the Excel Staffing files to be submitted to the Dean's office;
Ensure the unit's responsibilities are met in the assignment of overloads and sessional contracts while conforming to Collective Agreement requirements, and track the process to ensure all courses are assigned;
Assist the program coordinators with the administration of academic operations and programs;
Update and ensure accuracy of the school's landing pages on the University website;
Post announcements and other news items on the School's social media sites (Facebook, Twitter, Instagram, etc);
Assist in the administration of various projects including, but not limited to, curriculum committees and graduate committees;
Assist in preparing and distributing agendas. Record and prepare minutes of departmental meetings for electronic distribution;
Assist in program recruitment and retention activities including high school outreach in consultation with Liaison;
Perform other duties directly related to this position as assigned.

Qualifications:

Two years of postsecondary study in office administration;
Three to five years of related administrative assistant experience;
Advanced knowledge of computer software (GroupWise, Datatel, Word, Excel, Access, PowerPoint, MS Project);
Excellent written and verbal communication, interpersonal, public relations, administration, and budgeting skills;
Ability to work in a fastpaced environment;
Ability to multitask and prioritize;
Ability to identify information, materials and resources required to complete tasks with attention to details;
Motivated, with ability to adapt to a changing and diverse environment;
Ability to work fluently (orally and in writing) in both official languages, French and English, is a requirement for this role.
Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality;
Must be able to work fluently in both official languages (French/English).

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (3