Administrative Assistant

Department:	Audio-visual Media and Classroom Services	Effective Date:	Dec. 6, 2005
Grade:	USG 6	Reports to:

General Accountability

The Administrative Assistant is accountable to Director, AVMCS, and is responsible for the administrative planning, finances and personnel records of a multi-service department supplying technology support to students, faculty and staff at UW. The position is accountable for the smooth and accurate operation of AVMCS through the use of numerous financial accounts required to track and reconcile transactions that involve virtually all university departments and faculties. This position also tracks and maintains staff statistics relating to vacation, sick leave, flextime and has signing authority for some accounts to a predetermined financial level, as well as key authorization approval for all of the 70 + electronic classrooms within the University. The Administrative Assistant assists the Director by handling minor problems and requests independently, and determines which other individuals are required to settle billing disputes, the purchasing of office equipment and supplies and other tasks.

Nature and Scope

This is one of four positions reporting to the Director. The others are the Production Supervisor, the Supervisor of Equipment Booking/Storekeeper, and the Technical Services Supervisor. AVMCS consists of four internal departments supplying technical support to 800+ faculty , TA’s, students and staff, enhancing pedagogy and learning through the use of state of the art technology. The Administrative Assistant’s position is a core function that provides administrative support and integration for these four groups.

Technical Services - Providing maintenance, service, installation, design, training and demonstrations to University wide departments and electronic resources especially the 70+ Registrar controlled classrooms and an additional 40 to 50 Faculty controlled rooms.

Production Services – Provides support in the preparation of audio and video assets. Recording, editing and final program delivery can be provided in analogue and digital formats as well as web casting and media file conversions. Supports many other Departments dedicated to teaching enhancement such as LT3 and DE.

The Equipment Resource section takes all client orders and co-ordinates the equipment availability, delivery, operator requests, and technical assistance to aid in teaching and research as well as special events for all academic and some non academic functions.

The Media Resources Section maintains a vast collection of film and video material in order to provide programming to supplement classroom teaching. These include all various formats such as DVD’s, CD’s,16mm films, and Video Tapes. This department also liaisons with all other Ontario Universities to provide Material not owned by us but required for teaching through the Inter Film .

The Administrative Assistant works with the Director on the careful planning and decisions related to resource allocations in a tight financial environmental. This position requires the incumbent to resolve independently internal, external or personnel problems or conflicts, and bring to the attention of the Director any situations requiring the Director’s attention as they may arise from normal AVMCS operational needs. The Administrative Assistant position requires excellent organizational and time management skills, knowledge of policies and procedures and being able to handle confidentiality. Challenges of the position include the requirement to deal with staff, students and faculty in a pleasant and timely manner, with the ability to interpret and apply the policies and guidelines of the department. As well, the incumbent deals with external companies regarding purchases and billing matters.

Statistical Data

Supplies required office support to four internal departments and 3 supervisors as well as14 staff and the Director. Tracks and submits monthly financial reports advising the Director of the status of an annual operating budget that ranges from $1,000.000 to $1,200,000 and includes one time money grants for electronic classrooms, as well as special monies that may be transferred from University departments for special installations and projects. This position is also responsible for the accurate payroll submissions of from 15 to 20 (varies year to year term to term) part-time staff. The Administrative Assistant has contact with virtually all campus departments and Faculties.

Specific Accountabilities

In concert with the Director, prepare and manage the department’s annual operating budget.
Process all invoices for reimbursement of operator charges, film rental and site licenses, for all four internal departments as well as conferences and special assignments charges.
Prepare monthly statements of expenses and expenditures, current balances and accurately track monies designated to AVCMS from all other departments
Prepare all purchase requisitions, systems contracts, asset disposal forms, process travel claims and cheques.
Administer petty cash fund, records and maintains vacation, overtime and sick leave for staff and coop students.
Resource person in AVCMS for University-wide policies. Knowledge of University and departmental policies is crucial to the effective operation and collaboration with the many and varied departments throughout the University.
In collaboration with the Scheduling Co-ordinator, interview and hire a staff of 15 to 20 part-time or casual employees per term.
Maintain departmental web page using Front Page or Dream weaver.
Authorize key permits to faculty, staff and students.
Deal with external vendors.
Troubleshooting and dealing with enquiries from faculty, staff and students.
Provide assistance in implementing the AVCMS strategic plan.
Involved in internal and external communication.
Provide support for main office and 4 interdepartmental units(Media Services, Technical Services and Production Services and Equipment Resources).
Responsible for organizing training sessions for instructors and students on the use of AV equipment, as well as special departmental functions and events.
Other duties as assigned by the Director