Body:
Administrative Assistant, School of Business Administration, Faculty of Management
Required Position
Full-Time Term Appointment until June 27, 2025
Responsibilities
This position will report directly to the Business Manager of the Faculty of Management. The Administrative Assistant will:
- Provide comprehensive support and administrative services to the Director and program coordinators of the School, as well as all academic, research and administrative staff and students;
- Provide full confidential administrative support to the School of Management;
- Organize and track faculty workload and classroom/resource assignment, assesses resource allocation (e.g. if registration in a class exceeds the classroom size limit, will arrange for alternate locations), tracks resources, and course allocation for faculty, and recommends solutions to the Director;
- Serve as an information centre for the School, providing support and process counselling (e.g. completion of forms) to BBA, BAA, and MBA students, faculty and others associated with the School;
- Provide confidential administrative support to the School;
- Administer the academic program through the academic year, from tracking and updating course and program delivery on the School’s Intranet, to exam preparation, and marks submission;
- Assist in the preparation and updates to the annual TA funding request forms;
- Assist in the scheduling/ updates of the timetables of course offerings and workloads, prepare the Excel Staffing files to be submitted to the Dean’s office;
- Ensure the unit’s responsibilities are met in the assignment of overloads and sessional contracts while conforming to Collective Agreement requirements, and track the process to ensure all courses are assigned;
- Assist the program coordinators with the administration of academic operations and programs;
- Update and ensure accuracy of the school’s landing pages on the University website;
- Assist in the administration of various projects including, but not limited to, curriculum committees and graduate committees;
- Assist in maintaining contact lists and email groups for students; and
- Assist in preparing and distributing agendas. Record and prepare minutes of departmental meetings for electronic distribution;
- Assist in program recruitment and retention activities including high school outreach in consultation with Liaison;
- Be responsible for monitoring a University email account, and personal LUNET page (maintaining, protecting, and controlling access); and
- Perform other duties as assigned.
Qualifications
- Two years of post-secondary study in office administration;
- Three to five years of related administrative assistant experience;
- Advanced knowledge of computer software (Google Suite, Datatel, Word, Excel, Access, PowerPoint, MS Project);
- Excellent written and verbal communication, interpersonal, public relations, administration, and budgeting skills;
- Ability to work in a fast-paced environment;
- Ability to multi-task and prioritize;
- Ability to identify information, materials and resources required to complete tasks with attention to details;
- Motivated, with ability to adapt to a changing and diverse environment;
- Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality; and
- Ability to work fluently (verbal and written) in both official languages, French and English, is required.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
Apply Now
Applications will only be accepted through our online form.