Administrative Assistant, School of Natural Sciences - Greater Sudbury, Canada - Laurentian University

Laurentian University

Verified Company

Greater Sudbury, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

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Home > Career Opportunity

Administrative Assistant, School of Natural Sciences:

Required Position:

Full Time Term Appointment - until January 2024

Responsibilities:

Be responsible for the reception and dissemination of information, responding to internal and external requests, collaborating with stakeholders including but not limited to the following: the Cooperative Freshwater and Ecology Unit, the Center for Evolutionary Ecology and Ethical Conservation (CEEEC), the Office of the Dean, other Faculty schools, other Faculties, Finance, Vice-President Academic and Provost, Registrar, Graduate Studies and Computer Services;
Monitor, track and report on the budgets, Purchase card and petty cash, external suppliers accounts (Air Liquide, Praxair, Northern Uniform Service, Purolator, etc.). Checking for accuracy, safekeeping, confidentiality and security in compliance the University's policies and regulations, including entering purchase requisitions, paying invoices, signalling issues to the Director and the Dean's Office, etc.;
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 units' responsibilities in the assignment of overloads and sessional contracts while conforming to the LUFA Collective Agreement language involved, tracking the process to ensure all courses are assigned;
Be responsible for advertisement of graduate degree defences;
Assist in the preparation of CELP documents and be responsible for tracking;
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;
Assist in the collection of data and draft documents required for unit annual reports, program reviews and accreditation processes;
Be responsible for office equipment, and paper and electronic filing systems;
Perform other duties directly related to this position as assigned.

Qualifications:

Two years of post secondary education in a related field;
5 years of related experience, preferably in a postsecondary environment;
Ability to work fluently (orally and in writing) in both official languages, French and English, is a requirement for this role;
Experience and thorough knowledge of MS Word and Excel, electronic data organization skills and database manipulation, electronic mail and calendars, also knowledge of PowerPoint, and Google Suite;
Experience with institutional policies, procedures, budget processes and budget tracking;
Experience in event coordination is considered an asset;
Experience with standard office equipment and basic troubleshooting of computer equipment and programs;
Strong communication and interpersonal skills, and customer service skills;
Excellent time management and or