Administrative Assistant to the Chair

at  York University

EDUCATION:

College Diploma in a related field such as business or office administration or an equivalent of 2 years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.

EXPERIENCE:

2 years of recent and relevant administrative experience, coordinating departmental activities and providing administrative support to senior level administrator(s) in a post-secondary environment. A thorough understanding and experience with academic processes including Tenure and Promotion and academic appointment processes and working with relevant collective agreements. Experience supporting committees, planning and coordinating meetings, including preparing agendas, materials and minute taking, collecting data for academic reports and submissions, and coordinating senior administrators’ schedules. Experience with coordinating space, facilities, and equipment functions/exercises. Experience working in a high-volume academic department supporting faculty, employees, and students.

SKILLS:

Skill(s) required:
Ability to exercise tact, diplomacy and discretion when dealing with others.
Exercises initiative and flexibility to adapt to changing needs.
Ability to work independently as well as work effectively in a team.
Effective planning, organizational and time management skills to cope with conflicting deadlines, multiple tasks, and constant interruptions.
Ability to work within an environment that requires confidentiality.
Effective problem-solving skills.
Effective communication skills to obtain and relay information accurately with a strong attention to detail.
Effective file maintenance skills according to FIPPA regulations.
Technical Skills Required:
Proficient with use of Microsoft 365 (i.e., Outlook, Word, Excel, PowerPoint and Teams) and expense claim administration systems (i.e. Concur, SmartBuy).
Ability to coordinate online calendar(s) and event scheduling.
Proficient in WordPress.

The Administrative Assistant to the Chair (Admin. Asst. to the Chair) supports the Chair and the Operations Manager in various administrative matters including facilitating the day-to-day operations of the Office of the Chair/School within the policies and procedures of the Faculty and the University. The role supports activities such as the academic appointment process and Tenure and Promotion process. The role is also responsible for providing support to departmental committees and for providing support with the coordination of conferences/seminars/events. Under the direction of the Operations Manager, the Admin. Asst. to the Chair will also act as the primary resource for the maintenance of space, facilities, and equipment inventory. The Administrative Assistant to the Chair’s role supports the vision, mission, values and strategic direction of the Faculty of Health, School of Kinesiology and Health Science, and York University. The role contributes to a positive, supportive, and student-focused team environment of high performance, respect, trust, collaboration, and continuous improvement, embraces diversity, and fosters inclusion.