Administrative Officer, Faculty of Education and Health

at  Laurentian University

QUALIFICATIONS

• Post-secondary degree or diploma in Business Administration or in a related field;
• Two (2) to five (5) years of related experience at an administrative assistant level;
• Ability to prioritize and perform multiple tasks simultaneously with minimal supervision;
• Ability to adjust work flow according to emerging priorities;
• Demonstrate initiative to independently identify needs and flexibility to help where needed;
• Advanced literacy skills to provide adequate support (drafting documents with a minimum of errors);
• Strong computer literacy skills (Google Suite, Microsoft Suite, Datatel, Web Advisor, Adobe, Zoom, ability to maintain and update Faculty webpages);
• Office administration skills (minute taking, keyboarding, filing, record keeping, sorting mail and email, responding to inquiries);
• Basic knowledge of computer hardware to troubleshoot peripherals (projectors, printers etc.);
• University policies and procedures (Finance, Registrar, etc. to assist students and faculty);
• Numeracy skills (basic knowledge of bookkeeping to track expenses and manage budgets); and
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.
  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 (33.75) hours per week.
  Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

THE ADMINISTRATIVE OFFICER WILL PROVIDE FULL ADMINISTRATIVE SUPPORT BY ASSISTING THE DEAN, ASSOCIATE DEAN AND THE BUSINESS MANAGER. THIS POSITION ALSO OCCASIONALLY ASSISTS AND SUPPORTS THE SCHOOL DIRECTORS AND ADMINISTRATIVE ASSISTANTS. THERE IS A WIDE VARIETY OF DAILY, MONTHLY, AND ANNUAL ADMINISTRATIVE TASKS, INCLUDING BUT NOT LIMITED TO:

• Provide comprehensive bilingual administrative support to the Dean’s office for the Faculty of Education and Health as well as the Faculty’s six Schools;
• Assist with preparing, entering, editing and proofreading correspondence, invoices, presentations, brochures, publications, reports and related material;
• Assist with preparing the timetable, workload letters and course offerings (preparing course master changes and updates, etc.);
• Assist with the sessional hiring process, review appointment recommendations and contract creation;
• Assist with the contract assignment process;
• Update and maintain various excel databases (e.g., Cross-appointments, School Sessional Rosters);
• Maintain and update the Dean’s calendar and organize meetings, including booking rooms, preparing agendas, and taking minutes;
• Assist the Schools with their IQAP and accreditation processes;
• Assist School Directors and Faculty members with supervision forms, processing payment ;
• Participate and assist in budget tracking and reconciliation for the Dean’s office and the Schools;
• Administer special projects and assume certain responsibilities as assigned by the Dean’s Office; and
• Perform other duties as assigned.