| Date: |
September 14, 2015 |
| Reports to (Job Title): |
President, Arts Student Union |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 5
35 hr/wk
|
Department
|
Arts Student Union |
Primary Purpose
The Administrative Assistant provides comprehensive administrative support to the executive team of the Arts Student Union.
Key Accountabilities:
1. Provides front line services and administrative support to the Arts Student Union:
- Responds to inquiries about ASU services and operations from students and others;
- Prepares agendas and takes attendance for Arts Council meetings; maintains Council records, including agendas, attendance, minutes, grant proposals;
- Orders and maintains office supplies and tuck shop inventory;
- Approves and maintains records of ASU refunds, posting permissions, BBQ and locker rental, and other issues and items as required;
- Books rooms and equipment for meetings and events as required;
- Updates and renews door and fire alarm codes as required; serves as Fire Warden for AL.
2. Co-ordinates the ASU’s business activities:
- Maintains and balances petty cash;
- Exercises signing authority on the ASU bank account; organizes executive signing authority each term as required;
- Totals receipts from ASU tuck shop weekly; makes bank deposits;
- Monitors ASU expenses; arranges monthly payments as required;
- Organizes weekly meetings with the Federation of Student Societies’ Accountant and ASU’s VP Finance.
3. Facilitates continuity between incoming and outgoing ASU executive teams:
- Provides advice and information to new executive team members as required by their positions;
- Ensures executive team members are oriented and introduced to relevant UW contacts, including the Dean and Associate Deans of Arts, personnel in the Arts Undergraduate Office, Federation of Students personnel, etc.;
- Ensures contacts and continuity are maintained to facilitate smooth transitions in the operation of the ASU.
4. Provides communication services to promote the value of ASU to Arts students and the UW community:
- Promotes ASU events via a range of UW communication outlets, including Imprint, Daily Bulletin;
- Maintains connections with Arts departments and other UW Faculties to co-ordinate and cross-promote events;
- Represents ASU to prospective students and parents during campus tours.
Position Requirements
Education:
Some postsecondary education an asset; training in bookkeeping and small business operations.
Experience:
Well-developed service skills, as may be developed in a front-line position dealing with members of the public.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Intermediate |
Basic |
Basic |
Outlook, WCMS |
Nature and Scope
Interpersonal Skills:
- Internal
Significant contact with Arts undergraduate students who visit the ASU office. Directly supports ten volunteer members of the Arts Student Union executive team elected annually for a September to August term; new members are the norm each year. Contacts are primarily to present and discuss information and problems.
This position also interacts with the Arts Undergraduate Office, the Dean/Associate Deans of Arts, Federation of Students Societies’ Accountant, other student associations and societies on campus, and a range of administrative support units on campus.
External
Deals with some off-campus vendors to obtain, clarify, and discuss information.
Level of Responsibility:
This position has defined specialized and routine duties, works with minimal supervision and provides guidance to others.
Decision-Making Authority:
The position is largely self-directed, determining requirements and priorities, but consulting with members of the ASU executive team on significant matters.
Physical and Sensory Demands:
Some heavy lifting is required when purchasing supplies and stocking the ASU tuck shop.
Working Environment:
Office environment characterized by frequent interruptions at certain times of the year, changing priorities, and limited supervision.
