TITLE OF POSITION: Administrative Assistant
SERVICE: Rector’s Office
IMMEDIATE SUPERVISOR: Rector and Vice-Rector, Academic and Research
HOURS: 35 hours per week
START DATE: As soon as possible
HAY POINTS: 331 Hay points
Salary scale (35 hours per week):
Minimum: $41,492 Standard: $48,812 Maximum: $56,138
CLOSING DATE: January 5, 2013, at 4 p.m.
TO APPLY: Interested candidates should send their curriculum vitae to Human Resources Service at email@example.com by January 5, 2013, at 4:00 p.m. Please indicate the title of the position in the subject line.
Carry out a range of secretarial and administrative duties for the Office of the Rector and the Vice-Rector, Academic and Research.
The person in the position plans, organizes, checks and carries out administrative and secretarial duties. He or she plans, supervises and coordinates various projects for the Office of the Rector and the Vice-Rector, Academic and Research. He or she manages project-related activities.
BREAKDOWN OF RESPONSIBILITIES
- Create and implement organizational structures for carrying out activities and establish a work schedule in order to meet deadlines;
- Co-ordinate the logistics of committee meetings involving members of the Executive Committee;
- Prepare and send to internal and external members the agenda, minutes and all other relevant documentation for each meeting of the Rector and the Vice-Rector, Academic and Research, and ensure that follow-up is done on decisions taken;
- Prepare and distribute the related documents for planned meetings;
- Offer, on behalf of management, advisory support to staff regarding administrative procedures, the presentation of documents and the creation of work schedules;
- Prepare drafts of letters or documents related to university administration for the approval of the Rector and the Vice-Rector, Academic and Research;
- Create tools and methods of working to facilitate the effective and efficient distribution of pertinent information about the University to all Faculties, depending on their needs;
- Create templates for presenting documents;
- Draw up plans in order to meet deadlines and inform the appropriate managers;
- Co-ordinate information-gathering activities, the drafting of reports/analyses and the distribution of documents;
- Propose, initiate and implement methods of working;
- In the supervisors’ absence, assess the importance of requests and forward them to the person in authority who can ensure that they are followed up;
- Maintain constant communication between the members of the Executive Committee, deans of the Faculties, professors, support staff, students and University management;
- Assist the members of the Executive Committee in collecting data for Faculty, University and external projects; when needed, compile data for statistical purposes;
- Create and maintain an efficient filing system for correspondence, various research documents and dossiers handled by members of the executive team, and ensure that these are kept confidential;
- Make travel arrangements for the Rector and the Vice-Rector, Academic and Research, as needed; prepare and submit all travel expenses;
- Screen visitors, telephone calls and e-mail addressed to the Rector and the Vice-Rector, Academic and Research;
- Perform all other related duties that supervisors may assign.
EDUCATION AND EXPERIENCE
- Post-secondary diploma in business administration, or a minimum of five years’ experience in management, administration or in office systems and procedures;
- Experience in customer service in order to act as a resource person;
- Experience in interpreting, applying and explaining regulations and methods;
- Experience in using computer systems and software such as Windows, word processing, spreadsheets, databases, email and Internet.
- Excellent communication and interpersonal skills;
- Ability to anticipate needs;
- Ability to draft administrative procedures for increased efficiency;
- Organizational skills: planning, co-ordination, follow-up and assessment;
- Bilingualism (oral and written);
- Ability to manage confidential information discreetly;
- Considerable independence and sense of responsibility;
- Ability to guide and influence actions.