Admin Assistant 2 Jobs

This position is responsible for providing administrative assistance for the Office of the Deputy Vice-Chancellor and Principal and supporting the Executive Assistant to the Deputy Vice-Chancellor.

Major responsibilities include, scheduling routine/reoccurring meetings for the DVC&P, financial and Human Resource transactions and making travel and conference arrangements and liaising with the University community, various levels of government and other organizations on behalf of the DVC and Principal s Office.

Organizational Status

Reports to the Executive Assistant to the Deputy Vice-Chancellor and Principal

Work Performed

Provides office support:

• Acts as liaison with the offices of the Vice Presidents, Associate Vice-Presidents, Deans, Directors, and external organizations to coordinate meetings and follow up on meeting materials (i.e. agenda, reports, etc).
• Books travel for the DVC&P and other staff in DVC&P office
• Prints and organizes briefing materials
• Responds to routine and non-routine oral and written inquiries of an interpretative nature and resolves as appropriate; obtains background information on calls, and redirects as appropriate.
• Provides reception coverage as needed
• Assists with Senate documentation
• Provides backup support for Executive Assistant and Project coordinator
• Screens and prioritizes incoming calls, uses discretion and professionalism, as well as identifies and communicates high priority requests.

Processes financial and Human Resource transactions for the DVC&P:

• Reconciles department card transactions and ensuring coded correctly.
• Keeps up date and informed about workday procedures
• Processes and reconciles travel expenses.
• Processes routine Human Resources transactions in workday
• Collects receipts, prepares, records and processes requisitions in workday.

Provides support for reoccurring meetings:

• Books meeting rooms
• Coordinates Committee dates, assembles materials, circulates agendas, takes minutes and provides other administrative duties as required for various committees (e.g. set-up and take-down of presentations, tracking and follow up on attendees, distributing materials, booking rooms, etc.)
• Handles scheduling conflicts
• Performs various other related duties as assigned.
• Maintains committee membership contact lists
• Assists with any meetings that need catering

Consequence of Error/Judgement

This position is exposed/has access to information of a highly confidential and sensitive nature, and must be able to recognize the sensitivity of issues and constantly maintain the strictest confidentiality.

Work is often completed within tight deadlines, requiring the position to perform well under pressure. This position must demonstrate good public relations and interpersonal skills in dealing with a diverse range of offices and organizations, both domestic and international. Errors in judgment could have a serious impact on the University s relationship with government, donors, and the general public, and on the DVC&P s credibility with internal and external administrators and could seriously damage the DVC&P s or the University s reputation.

This position requires a high degree of discretion and confidentiality as a potential information breach, rumours or general comments relating to sensitive information not intended to be released to the university community and its stakeholders could have a serious effect on strategic direction, planning and relations.

Supervision Received

Must be able to take directions and work under minimal supervision with general direction from the Executive Assistant to the DVC. Performance will be evaluated against set objectives.

Supervision Given

None.

Qualifications

Minimum

• High School graduation, plus 1(one) year post-secondary education, plus 4 (four) years of related experience; or an equivalent combination of education and experience.

Preferred

• Experience working in a similar academic or private sector environment
• Post-Secondary Diploma in Office Administration or university degree preferred
• Proficient with MS Outlook, MS Word, MS Excel and MS PowerPoint, along with the ability to use databases, computer network system, electronic mail programs, Internet, and other software as required. (MS Office 2000 and above preferred).
• Ability to work under pressure and meet deadlines.
• Ability to follow and interpret policies and procedures.
• Demonstrated interpersonal skills and adept in verbal and written communications.
• Understands the importance of working in a team environment and ability to adapt to quickly changing environment.
• Demonstrated time management, organization, analytical and problem solving skills with a keen eye for detail and good sense of logistics.
• Able to work under minimal supervision, exercising confidentiality, tact and initiative.
• Experience with Workday software, or ability to learn.
• Ability to type 60 w.p.m. and to operate the normal range of office equipment.
• A thorough knowledge of university procedures, protocols, policies and government operations.
• Senior administrative experience in a large and complex organization is an asset.