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Department Secretary 

Date: November, 2013
Reports to (Job Title): Administrative Office
Jobs Reporting (Job Titles): None
Department: Chemical Engineering

Location:

Main Campus - E6

Grade:

USG 4
35 hr/wk


Primary Purpose

The responsibilities of this position encompass a wide variety of tasks.  The main responsibilities are to provide first point of contact and as such must be knowledgeable, congenial, and professional, provide administrative services to faculty members in the department and act as department receptionist.  The incumbent is also responsible for key control, ordering office supplies, distribution of mail, financial assistance and collecting work term report data.

Key Accountabilities:

1. 

Customer Service

  • Oversee day-to-day operation of the public service area and provides a welcoming response to persons coming to the reception area. Respond promptly and professionally to inquiries in person, telephone and electronically.  Must function in a hectic environment with many interruptions.  Refers non-routine, sensitive and complex inquiries or complaints to appropriate staff.
  • Provide administrative support to faculty and staff in support of their teaching and research responsibilities (technical reports, course notes, grant proposals, spreadsheets); provides excellent technical writing and proofreading skills
  • Distribute mail on a daily basis and prepares courier/shipping forms
  • Room booking for classes, exams, meetings, defences, seminars.  Responsible for safekeeping and maintenance of departmental equipment such as laser pointers, laptops, key logbook.

2. 

Meeting Coordination

  • Responsible for travel arrangements for seminar speakers, faculty interviews, visitors to department
  • Prepare, post and email seminar notices
  • Order refreshments for seminars/meetings/interviews

3.

Departmental Support

  • Responsible for ordering office supplies, business cards, photocopying, scanning
  • Update web site
  • Process key permits and issue FOBS
  • Confirm new students/visitors have completed safety modules
  • Assist with Non Faculty appointments
  • Develop and maintain departmental lists including central depot for visitor email addresses
  • Assist with United Way and other departmental events
  • Duties assigned by Administrative Officer and assists other administrative staff with work overflow

4. 

Financial

  • Purchase office equipment using PCard and reconcile transactions to statements on a monthly basis and resolve discrepancies
  • Ensure accurate coding/billing and maintains records of purchases
  • Invoice faculty and collect approval and account numbers for SEM, analytical chargeouts

5. 

Undergraduate/Graduate Support

  • Coordinate tasks related to submission and distribution of workterm reports
  • Create UG timetable for distribution to faculty
  • Responsible for spreadsheet indicating seminar attendance by graduate students in order to meet required milestones

Position Requirements

Education:

 Two year diploma preferred or an equivalent combination of education and experience.

Experience:

Customer service and/or office work experience.

Technical:

MS Word Excel PowerPoint Other
Intermediate Intermediate Basic

Outlook – Intermediate

Internet based applications/programs for shipping orders

Technical typing

Web – intermediate

Use of web browsers and internet as well as technical typing (equations)

Nature and Scope

Interpersonal Skills:

Communicates with students, faculty, staff, visitors and other UW academic and administrative or support departments.  This position also has contacts with vendors and general public.  Must possess excellent customer service skills and have good organizational and communication skills.

Level of Responsibility:

Routine amount of initiative and responds independently to inquiries that are specific in nature.  Independent judgement in time management, task prioritization and resolving routine issues or unusual requests.  Responsible for creating favourable first impression that reinforces the department’s reputation.

Decision-Making Authority:

Independent decisions making within a delegated area of authority.  Required to use initiative, tact, discretion and be sensitive to situation and information.

Physical and Sensory Demands:

Must possess patience in cross-cultural and inter-personal relations with large international clientele.  Occasionally required to lift, push or carry supplies and materials of moderate weight.

Working Environment:

Front line environment with constant interruptions.  Periodic high volumes and conflicting requests.  Interacts with people who may be unhappy or demanding.