Date:	September 1, 2014
Reports to (Job Title):	Director, Independent Studies
Jobs Reporting (Job Titles):	None
Location:	Main Campus
Grade:	USG 4 20 hours per week
Department	Independent Studies

Primary Purpose

The Administrative Assistant provides administrative services to the Independent Studies program.

Key Accountabilities:

First point of contact for the Independent Studies program; administrative support; facilitating communication; supporting students in meeting program requirements; administering the IS budget.

1. Provides reception and information on behalf of the program:

Serves as the first point of contact for the program, providing information and referrals by phone, email, and in person to prospective and current students, to program faculty, and others;
Provides a central point of contact for the program; provides a high level of co-ordination and follow-through given the multi-disciplinary, multi-stakeholder and complex nature of the program;
Serves as a resource with regard to university and program policies and procedures, and for various community and university events;
Serves as a liaison between Independent Studies and the Registrar’s Office and other campus units;
Organizes orientation sessions for students new to the IS program;
Prepares memos, emails, and other communication at the Director’s request.

2. Supports the program’s administrative needs:

Manages printing, copying, filing, office supplies and other needs;
Handles term by term logistics for course scheduling, beginning- and end-of-term requirements;
Checks for completeness and files student term plans, reports and grades;
Maintains student and administrative files and documentation;
Oversees general condition of the IS offices and Common Room; reports issues and concerns directly to the responsible offices (ACO, RO, Finance, HR, Plant Operations, Central Stores, etc.) or to the Dean’s Office as appropriate;
Organizes the IS Academic Board meeting once each term and provides supporting materials on thesis phase applicants;
Provides applicant materials from OnBase for use by adjunct faculty as required; organizes applicant interviews.

3. Facilitates communication among the program students, faculty, and others:

Maintains the program web site, posting information and announcements as required;
Ensures that deadlines and other administrative information are circulated in a timely fashion;
Works with the Arts Undergraduate Office in providing UG calendar copy updates as required;
Works with the Registrar’s Office in providing scheduling and timetabling updates as required.

4. Supports student requirements as they progress through the program, supplemental to the work of the students’ academic advisors:

Ensures that students understand program and syllabus submission requirements, which are atypical and variable according to each student’s program plan;
Provides students with coaching on the logistics of preparing and submitting their thesis phase applications and proposals;
Ensures students prepare graduation dossiers according to established program requirements

5. Administers the IS program budget:

Prepares sessional contracts for IS faculty as required;
Prepares expense and travel claims as required;
Provides monthly reconciliation of accounts;
Works with the Director of Independent Studies in developing the IS annual budget for submission to the Dean’s Office.

Position Requirements

Education:

Some postsecondary education; equivalent education and experience will be considered

Experience:

Experience in a postsecondary environment or environment of comparable complexity.

Technical:

MS Word	Excel	PowerPoint	Other
Intermediate	Basic	Basic	MS Outlook and Calendar; Oracle PeopleSoft Enterprise; Sharepoint; Web maintenance (Drupal or other); financial or accounting software; database (OnBase, Access, other)

Nature and Scope

Interpersonal Skills:

INTERNAL: Obtain, clarify and discuss information: this position provides information and guidance to prospective and current students and requires well-developed customer-service skills and commitment to information-sharing; receives instructions/communicates acceptance: responds to requests from the Director, faculty members, the IS Academic Board, its Chair, and others; provides front-line service and information on behalf of the program.

EXTERNAL: Obtain, clarify and discuss information: the position serves as the first point of contact for prospective students and others and provides information about the program, some of which is atypical to academic programming.

Level of Responsibility:

No direct supervision of others; the job has defined specialized and routine tasks, and receives specific guidance for non-routine tasks.

Decision-Making Authority:

Assists the program Director and program faculty with administrative processes; guides students to ensure program requirements are understood.

Physical and Sensory Demands:

Requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury. Occasional lifting involved.

Working Environment:

Typical of an office-based environment. Must be able to work independently.