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Administrative Assistant

Date: December 1, 2014
Reports to (Job Title): Administrative Officer, Department of Chemical Engineeirng
Jobs Reporting (Job Titles): Co-op Students/Temporary Office Support
Department: Chemical Engineering (CHE)-E6

Location:

Main Campus

Grade:

USG 5
35 hr/wk


Primary Purpose

  The Administrative Assistant provides front line service and is responsible for wide-ranging administrative support in the department as well as to the undergraduate and graduate programs.  Financial responsibilities and event planning are other major components of this position.

Key Accountabilities:

1.  Administration

 

 

2.  Finance

 

 

 

3.  Event Planning

 

 

 

4.  Undergraduate Support

 

 

 

5.  Graduate Support

Position Requirements

Education:

Undergraduate degree or equivalent education and experience

Experience:

Extensive administrative experience in an academic environment including knowledge of Undergraduate policies.  Exceptional verbal and written communication skills.  Excellent customer service skills and the ability to work together as a team.  Knowledge of university policies and procedures.

Technical:

MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Quest, Onbase, Web, Desire2Learn

Nature and Scope

Interpersonal Skills:

Excellent interpersonal skills to effectively communicate and support students, faculty, staff at all levels within the university.  Must be able to work independently and with many interruptions.  Must possess high level of diplomacy and judgement in dealing with daily tasks

Level of Responsibility:

Incumbent must possess good judgement, initiative and flexibility to adapt to competing tasks with minimal supervision.  Ability to handle highly confidential matters with discretion and ability to supervise and train.  Must be accurate, especially in the financial aspects of the role

Decision-Making Authority:

Decision-making authority within certain duties of position and other routine functions.  Ability to make independent decisions that have a wide impact on the department.  Incumbent must be able to handle deadline pressures and competing priorities.

Physical and Sensory Demands:

Minimal; typical of an administrative position in an office environment.  Ability to work in an open office with many interruptions.  Some lifting, carrying and pushing of moderate weight is required.

Working Environment:

Office environment – open office with other stations in same area, as well as student/faculty traffic throughout the day resulting in many interruptions.  Position is exposed to possible disagreeable situations typical of a front office position.  May move to different locations depending on the role worked at the time.