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Home > Career Opportunity

Administrative Assistant, School of Natural Sciences

Required Position

Full Time Term Appointment - until January 2024

Responsibilities

Reporting to the Business Manager, the successful candidate will: Provide comprehensive administrative services to the School of Natural Sciences, its programs and its stakeholders. These include the School Director, program Coordinators, Staff, Faculty Members, and Students. This successful candidate will provide information to the Office of the Dean on behalf of the School as required. This position assists in matters of school governance, divisional and internal affairs, and external university affairs.

• 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\xe2\x80\x99s 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\xe2\x80\x99s office;
• Ensure the units\xe2\x80\x99 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;
• Be responsible for the advertisement of scholarships, and assist in the application process of undergraduate and graduate scholarship applications (both internal and external);
• Update and ensure accuracy of the school\xe2\x80\x99s landing pages on the University website;
• Post announcements and other news items on the School\xe2\x80\x99s 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 maintaining contact lists and email groups for students;
• 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;
• Be responsible for monitoring a University email account, and personal LUNET page (maintaining, protecting, controlling access);
• 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 post-secondary 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 organizational skills with ability to prioritize multiple responsibilities;
• Ability to work under pressure to meet deadlines;
• Strong attention to detail, strategic and analytical skills, problem solving and critical thinking skills;
• Ability to adapt to a changing and diverse environment;
• Ability to work both collaboratively and independently, with initiative and under minimal supervision;
• Demonstrate professionalism, with ability to maintain discretion and confidentiality.

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.

Effective May 1, 2022 the Policy and Program on COVID-19 Vaccination are placed in abeyance. This means the Policy and Program on COVID-19 Vaccination are paused at this time; however, they are not canceled and could be reinstated at a future date if public health conditions warrant it, or through guidance from federal, provincial or local public health authorities. The evolution of the virus and the course of the disease activity are difficult to predict and it may be necessary to reinstate the Policy in full or in part, on short notice. When the Policy and Program on COVID-19 Vaccination are paused, persons entering Laurentian\xe2\x80\x99s campus will no longer be required to provide proof of vaccination in order to attend campus.

Apply Now

Applications will only be accepted through our online form.

Position No. L1084-03TR
Salary $27.02 - $30.98 per hour
Competition ends
Tuesday, January 31st 2023 at 4:30 pm

Apply Now

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