Job Description

Purpose:
The Administrative Assistant to the Chair supports the Chair and the Operations Manager in various administrative matters including the facilitating of the day-to-day operations of the Office of the Chair/Department within the policies and procedures of the Faculty and the University. The incumbent supports activities such as the academic appointment process and Tenure and Promotion process. The position is also responsible for providing support to department committees and for providing support with the coordination of conferences/colloquia/events. Under the direction of the Operations Manager, the Administrative Assistant to the Chair will also act as the primary resource for space, facilities and equipment inventory, maintenance and planning.

Education:
College Diploma with administrative/secretarial training or equivalent 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. Preference for completion of at least one year of university education.

Experience:
2 years' recent related administrative experience in coordination of departmental activities and in providing administrative/secretarial support to senior level administer(s). 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, staff and students.

Skills:
Typing 50 wpm (accuracy essential). Intermediate to advance level with MS Word, Excel, PowerPoint and MS Access. E-mail software and electronic scheduling (e.g. Outlook). Working knowledge and experience of academic administration processes such as full-time and part-time faculty recruitment, tenure and promotions. Working knowledge and experience with supporting various committees (coordinating meetings, minute taking, etc.). Working knowledge and experience with conference and event planning (coordinating logistical requirements).Working knowledge and experience using Smartbuy. Basic understanding of Concur. Working knowledge of records maintenance and FIPPA regulationsDemonstrated skill/ability in the following areas: Meticulous attention to detail, excellent quality and accuracy of work. Excellent organizational skills.High level of interpersonal skills to work courteously and effectively with people. Excellent oral communication skills to elicit accurate information to provide information in a clear and concise manner. Excellent written communication skills including minute taking. File maintenance according to FIPPA regulations. Discretion, tact and diplomacy and a proven ability to maintain confidentiality. Knowledge of budget processes. Ability to set priorities. Coordinate multiple tasks with conflicting deadlines in a changing environment. Exercising initiative and good judgment. Ability to work independently and effectively, and as a member of a team. High level of problem-solving ability, proven ability to make independent decision by evaluating individual situation and solve problems cooperatively. Ability to deal with a wide range of contacts in a professional manner. Adaptability, flexibility and creativity. Must be punctual and reliable.

Additional Notes:
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.


In order to be considered as an internal applicant, York University employees in the YUSA-1 bargaining unit must apply for jobs through the Employee Career Portal - YU Hire.
If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to apply for jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. this is referred to as the 'Posted Date' on the job the posting. This applies to YUSA-1 internal and YUSA-1 Concurrent postings. Please refer to the 'Posting Intent' on the job posting.
If not filled by an employee in the YUSA-1 bargaining unit, employees in the YUSA-2 bargaining unit who have applied within the first 5 days from the 'Posted Date' will be given preference.
The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.