Administrative Assistant

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• Excellent skills in the manipulation of electronic database and software applications including Word, Excel, FoxIt, PowerPoint, Infosilem, Outlook, Banner, and WordPress.
• Basic website maintenance skills and advanced knowledge of search engines and web search techniques.
• Ability to adapt to a continually changing electronic environment.
• Must have superb verbal and written communication skills and the ability to professionally represent the Department and deal effectively with faculty, contract instructors, students, staff and the general public.
• Ability to work with minimal supervision, respond independently to queries and resolve problems.
• Thorough knowledge of administrative and office procedures.
• Ability to organize work effectively, set priorities and meet strict deadlines with minimal supervision.
• Excellent time management skills are required as well as the ability to simultaneously work on several tasks with pressures of multiple demands and changing priorities.
• Excellent customer service skills, along with the ability to act with discretion, tact and diplomacy when dealing with staff, faculty, contract instructors, students and the public.

EDUCATION AND EXPERIENCE:

The above is normally acquired through the completion of:

• Two years of post-secondary education.
• Three years of related administrative office experience, preferably in an academic environment.

Working under the day-to-day supervision of the Departmental Administrator, the Administrative Assistant is responsible for providing a range of administrative supports to the Department of Sociology and Anthropology’s students, student clubs and societies, faculty, and staff as well as a range of internal and external stakeholders.
The incumbent is generally the initial point of contact that stakeholders have with the Department. They provide in-person, email and telephone support, and respond to all general questions received from faculty, staff, visitors, and the public, as well as field queries relating to undergraduate, graduate and prospective students. The incumbent remains current on changing registration and exam schedules and other important university news, dates and deadlines to respond to inquiries effectively and accurately.
The Administrative Assistant provides general office support including reception services, coordination of incoming and outgoing correspondence and deliveries, assisting faculty and staff with their administrative needs, monitoring and ordering general office supplies, maintaining filing systems, supporting the purchase and secure storage of exam materials and space needs within the Department.
Other responsibilities include coordinating the collection and review of course outlines and Student Experience Questionnaires, providing logistical and other support for events, as well as providing support to administrative colleagues and faculty members in the Department during peak periods. This position requires the ability to work as a team member in combined efforts to meet deadlines and emergencies. Superior interpersonal skills are required in this diverse environment.