Administrative Assistant, Bharti School of Engineering and Computation

Required Position

Full-Time Appointment

Responsibilities

Reporting to the Business Manager (Science, Engineering and Architecture), the incumbent will: provide comprehensive administrative support to the School Director, Program Coordinators, Coop Coordinator, staff, Faculty members and students, and provide information to the Office of the Dean on behalf of the School as required. The incumbent will also assist in preparation and planning of outreach activities, all graduate student processes, and Faculty processes. The incumbent assists the Director in matters of departmental governance, divisional, and internal and external university affairs. The incumbent works under the supervision of the Business manager for the Faculty of SEA, collaborating with, and providing the Office of the Dean with information and reports as directed.

Responsibilities:

• Be responsible for the reception and dissemination of information, responding to various internal and external requests, collaborating with internal and external stakeholders including but not limited to the following: Office of the Dean, other Faculty units, other Faculties, Finance, Vice-President Academic and Provost, Registrar, Admissions, Advancement, Graduate Studies and Computer Services;
• Be responsible to monitor, track and report on various budgets using the Excel template provided, a Purchase card and petty cash, external suppliers accounts (as required), checking for correctness, accuracy, safekeeping, confidentiality and security in compliance the University's policies and regulations, including entering purchase requisitions, paying invoices, signalling potential issues, etc.;
• Assist the School Director and graduate program coordinators in the effective deployment of undergraduate and graduate teaching assistantships;
• Assist the Director in the scheduling and updates of the annual timetable of course offerings and professors' workloads, and be responsible to prepare the annual Excel Staffing file to be submitted to the Dean's office;
• Ensure the unit's responsibilities in the assignment of overloads and sessional contracts while conforming to the LUFA Collective Agreement language and the complex steps involved, track this process using the Excel template provided, update the School's Sessional Roster every term, work closely with the Director and the Business Manager to ensure an efficient workflow;
• Maintain an updated list of cross appointees, adjunct professors, and graduate supervision accreditation, and notify the Director of upcoming renewals or expirations;
• Be responsible for advertisement of graduate degree defences for the School's graduate programs in consultation with the faculty of graduate studies;
• Be responsible to liaise information between the School and stakeholders;
• Assist the Director and program coordinators in the preparation of CELP documents and maintain a tracking sheet;
• Assist in the collection of data and information, and draft documents required for the program review process for programs as required, and for the School annual reports;
• Be responsible for the advertisement and assist in the completion of undergraduate and graduate scholarship applications (both internal and external) through consultation with School's Director, program coordinators, and graduate coordinators.
• Provide confidential oversight, assisting in the coordination of various projects including, but not limited to, curriculum committees and graduate committees;
• Assist the Director in information management including contact lists for students and program supervisors;
• Collect items, distribute agendas, record and prepare minutes for the School council meetings;
• Assist in recruitment and retention activities;
• Be responsible to ensure accuracy and updates to the School Web page;
• Contribute to the management of the School's social media sites;
• Be responsible for office equipment and paper and electronic filing systems;
• Be responsible for a University email account, personal LUNET page (maintaining, protecting, controlling access);
• Work with a variety of software programs including but not limited to: Microsoft (extensively Excel and Word), Ellucian, Gmail, Windows Explorer, MS PowerPoint, Tableau, Business Objects, etc.;and
• Perform other duties directly related to this position as assigned.

Qualifications

• Two (2) years of post secondary education in a related field, or relevant skills acquired via equivalent related experience;
• Five (5) plus years of experience in office administration, preferably including Two (2) to Three (3) years in a post-secondary environment;
• Experience and thorough knowledge of MS Word and Excel, electronic data organization skills and database manipulation, Adobe Acrobat, electronic mail and calendars, also knowledge of PowerPoint, and Internet navigation;
• Experience with institutional policies, procedures, budget processes and budget tracking;
• Experience in event coordination is an asset;
• Experience with standard office equipment and basic troubleshooting of computer equipment and programs;
• Strong communication and interpersonal skills, experience in customer service is an asset;
• Excellent time management and organizational skills with ability to prioritize multiple responsibilities, work under pressure to meet deadlines while contending with multiple distractions;
• Ability to identify information, materials and resources required to complete tasks with attention to details;
• Ability to recognize, analyze and identify shortcomings and problems;
• Critical thinking skills to strategize and formulate solutions to problems;
• Motivated, with ability to adapt to a changing and diverse environment;
• Ability to work both collaboratively and independently, with initiative and under minimal supervision;
• Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality; and
• Ability to work fluently, orally and in writing, in both official languages, French and English.

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.

Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Apply Now

Applications will only be accepted through our online form.

Position No. L1099-03

Salary $28.39 - $32.55 per hour

Competition ends
Open until March 27, 2025 or sooner if a suitable candidate is found.