Job Description

Business Administration
Thunder Bay
Full-time
Permanent

Overview

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The Faculty of Business Administration (FOBA) at Lakehead University is seeking a highly organized, proactive, and collaborative Administrative Assistant to provide comprehensive administrative support to the Dean, faculty, staff, and contract lecturers at both Thunder Bay and Orillia campuses. As one of the key administrative team members, the successful candidate will help ensure the smooth operation of academic programs, maintain effective communication and coordination within the Faculty, and contribute to a positive experience for students, faculty, and stakeholders. This is a dynamic position involving a wide variety of responsibilities, including confidential administrative support, faculty assistance, course and exam coordination, student engagement, and event planning. The role requires the ability to multitask, manage competing priorities, and work collaboratively with a second Administrative Assistant and other FOBA team members.

Responsibilities

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Deans Office Support - 30%


Provide confidential administrative support acting as the first point of contact to the Dean regarding policies, procedures, regulations, protocols and with a high volume of inquiries. Process cheque requisitions, invoices, credit card statements, budget transfers, hospitality claims, etc. Perform daily administrative functions such as composing correspondence, memos, maintain meeting minutes, printing, copying and managing all ingoing and outgoing mail; Manage the Dean's calendar, and all documentation preparation; Coordinate travel arrangements, planning, logistics and budgeting. Coordinate the Promotion, Tenure and Renewal process and provide administrative support for appeals and academic integrity offences. Monitor, manage and maintain office supplies, physical access to the department and office expenses.


Faculty Support - 30%


Provide general and daily administrative support for approximately 50 faculty, contract lecturers, staff and Faculty Council. Manage full recruitment for faculty positions. Book classrooms and meeting rooms for faculty and instructors, as needed. Coordinate Academic Calendar submissions and manage all materials and information on the LMS. Keep faculty and staff abreast of new or updated information regarding Lakehead University policies, procedures, approaching deadlines and important dates. Communicate with students on behalf of faculty. Coordinate and manage all textbook orders from instructors, book classrooms and meeting rooms on behalf of faculty and instructors. Arrange catering, phone/video conference and A/V equipment. Coordinate event planning related to faculty teaching and courses.


Course Administration - 20%


Develop the timetable submission for scheduling of the academic timetable, order textbooks and custom course materials from The Bookstore, assist with scheduling of examinations and managing logistics of examinations, assist with processing of Remark scores, liaise with Student Accessibility Services and Enrolment Services regarding exam processes for students with accommodations, arrange for production and distribution of exam materials and manage the distribution and collection of course evaluations.


Student Support - 10%


Serve as first point of contact for all inquiries and keep students informed of events, employment opportunities, information sessions, and meetings. Manage the confidential files and records system for all Faculty of Business Administration students and act as a resource in regard to areas of support available on campus to aid students (e.g., Student Accessibility Services, Student Health and Wellness, etc.).


Support to other Administrators - 10%


Provide administrative support to other Administrators, as needed. Provide onboarding for new faculty or staff to ensure smooth transition and operations. Maintain up-to-date information on course offerings per term and degree requirements for Program Chairs.

Qualifications

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1. Post-secondary education in business administration, office administration, or a related field.


2. Minimum of 3 years of administrative or executive assistant experience, preferably in a post-secondary or academic environment.


3. Excellent organizational and time-management skills with the ability to manage multiple tasks and deadlines.


4. Strong written and verbal communication skills.


5. High degree of discretion and professionalism in handling confidential information.


6. Proficiency with Microsoft Office Suite, Learning Management Systems (e.g., D2L), and administrative platforms such as calendar scheduling, finance systems, and communication tools.




Benefits Information
Why Lakehead
Application Deadline:
Tuesday, May 27, 2025 - 11:59pm
Salary:
Level 8: 49,194.60 - 58,094.40

Contact Information:
humanres@lakeheadu.ca
Reference Number:
COPE-25-08

Application Deadline:
Tuesday, May 27, 2025 - 11:59pm
Salary:
Level 8: 49,194.60 - 58,094.40
Yes, eligible for benefits
Contact Information:
humanres@lakeheadu.ca
Reference Number:
COPE-25-08