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Administrative Assistant

Date: December, 2016
Reports to (Job Title): Director
Jobs Reporting (Job Titles): None
Department: Centre for Teaching Excellence

Location:

Main Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

The primary purpose of the Administrative Assistant role is twofold: providing a broad range of administrative, financial, and technical support to the department, and coordinating departmental events. This role works in conjunction with various colleagues across the institution and at CTE, primarily the Director, the Program Coordinators, and the Instructional Developer, Consulting and Research.

Key Accountabilities:

Primary responsibilities:

Supervision:

Position Requirements

Education:

Completion of a university degree or equivalent experience and education.

Experience:

Proficient with budgeting practices and software, with extensive experience in office administration, including technical support and trouble-shooting. Knowledge of the University’s policies, procedures, and operating requirements is highly desirable. Competencies include superior time management and organizational skills, attention to detail, ability to juggle multiple projects, problem-solving and analytical skills, strong interpersonal and communication skills, ability to work both independently and collaboratively, tact and diplomacy, and ability to maintain confidentiality. Event planning experience is an asset as is an interest in the work of a teaching centre.

Technical:

MS Word Excel PowerPoint Other

MS Word and MS Excel

Intermediate

University financial and human resource systems

Intermediate to advanced

Web content editing and forms

Intermediate

Database software

Beginner

Hardware and software support

Intermediate

Other – Sharepoint, Outlook

Intermediate

Nature and Scope

Interpersonal Skills:

Works closely with the Director and interacts regularly with all members of CTE as well as staff members in other units (e.g., Finance, Human Resources, IST, Central Stores, Associate Vice-President, Academic).

Level of Responsibility:

This position has signing authority on all CTE accounts and is responsible for ensuring the accuracy of financial and other administrative documents and maintaining confidentiality about these documents. Responsible for providing administrative support for all CTE staff members.

Decision-Making Authority:

Responsible and accountable for prioritizing and executing various administrative and financial tasks, with and without guidance.

Physical and Sensory Demands:

Minimal demands typical of an office environment, with some physical demands.

Working Environment:

Minimal exposure to disagreeable conditions; some exposure to stressful situations at major events with numerous participants; some deprivation caused by constant interruptions and lack of control over work pace due to irregular and/or high volumes beyond one’s control. The Administrative Assistant works in the CTE office suite.