Faculty Office Assistant - Office Assistant 4

Position details

Required qualifications

• Completion of a formal training program in a related discipline from a recognized institution.
• Three years of directly related administrative experience providing senior-level support to a dedicated program.
• Advanced proficiency in MS Word, Excel, and Outlook; attention to detail and experience with data entry and transcription.
• Bookkeeping skills and experience or knowledge planning virtual and in-person events.
• Decision-making and problem-solving skills for interpreting regulatory policies and procedures.
• Ability to serve staff and students, communicate effectively, work with others, organize and prioritize work, and meet deadlines.
• Satisfactory work record, including attendance and punctuality.

Preferred qualifications and assets

• Payroll and Human Resources administration training and university experience in an academic unit are preferred.
• Experience with virtual meeting applications, websites and social media, academic timetables, collective agreements, HRIS, EPIC, Concur, Banner, Aurora Student, or graduate programs is preferred or an asset.
• Ability to work independently, adapt to changing administrative and financial systems, take initiative, and improve processes is preferred or an asset.

Key responsibilities

• Prepare confidential correspondence, reports, forms, and program materials; schedule meetings, prepare agendas, attend meetings, and transcribe minutes.
• Assist with academic timetables, thesis proposals and defenses, and the departmental library of defended and revised theses.
• Support staff selection, recruitment, appointments, and collective-agreement processes; monitor casual and part-time employee hours.
• Communicate policies and procedures to staff and students, enter payroll in VIP, and compile curriculum-change materials.
• Handle reception, calls, enquiries, correspondence, couriers, and filing systems.
• Reconcile monthly budgets, prepare purchase orders, order supplies, manage petty cash, and prepare reimbursement records.
• Coordinate maintenance and renovations; initiate travel claims and process supporting expense documentation and approvals.
• Arrange honoraria and support graduate admissions, applications, funding information, fellowship applications, and student communications.
• Assist with textbook orders and student evaluations; ensure grades are entered correctly and submitted to the Registrar's Office.
• Plan events, including venues, catering, audiovisual needs, travel, and speaker fees; update websites, social media, and bulletin boards.