Scheduling & Administrative Assistant
April 7 2025
Expected expiry date: April 21 2025
Industries
Education, Training
Categories Administrative assistant,
Thunder Bay, ON • Full time
Overview
*Internal COPE employees will be considered first among externals; internal candidates will be reviewed after April 11, 2025, at 11:59 PM.
The Scheduling & Administrative Assistant is an integral role within the Department of Undergraduate Studies in Education, providing comprehensive operational support to the administrative team, faculty, contract lecturers and student body.
Responsibilities
- Provide professional and knowledgeable administrative support to all staff, current and prospective students, faculty and contract lecturers;
- Perform complex program scheduling and timetabling, course allocation, and room bookings associated with all USE programming;
- Schedule up to 400 individual course section offerings each academic year, collaborating closely with the Chair and liaising directly with Enrolment Services to coordinate the intricate aspects of scheduling;
- Coordinate the hiring processes, including preparing PTAs and offer letters, for up to 100 Contract Lecturers each academic year;
- Provide administrative assistance to the Chair, including answering and/or directing student and community inquiries, correspondence and reports;
- Accurately maintain highly detailed databases and organized electronic files with enrolment and program statistics;
- Other related duties as required.
Qualifications
- Post-secondary degree in office administration or a related field combined with 5+ years of closely related administrative experience in an academic setting reflecting increasing administrative responsibility. College or university setting preferred.
- Advanced proficiency in Google Workspace, notably Sheets, Docs, and Forms, with a high degree of skill in managing large volumes of data in complex spreadsheets.
- Highly developed interpersonal communication skills and the ability to confidently and appropriately direct emergent situations, such as students experiencing distress.
- A high degree of professionalism, confidentiality and tact, working collaboratively with a large department and administrative team.
- Ability to work under pressure and manage competing priorities and deadlines.
- Experience working with internal university platforms such as Datatel, Concur, D2L and Curriculum Navigator an asset.
- Understanding of the Ontario K-12 school system and the Ontario College of Teachers an asset.
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