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Office Administrator

Date: April 1, 2012 USG 6
Reports to (Job Title): EMS/Student Deisgn Centre Manager
Jobs Reporting (Job Titles): None
Location: Main Camus

Primary Purpose

The primary objective of the Office Administrator position is to maintain efficient day-to-day operations of the EMS. Working within a fast-paced, dynamic environment where a high volume of projects are handled simultaneously with tight deadlines, the incumbent will serve four vital functions: 1) primary point of contact for all inquiries from existing and potential EMS clients, including faculty, students, and staff; 2) office administration, managing front office activities and handling all documentation related to EMS projects and staff; 3) financial administration of EMS projects and spending internal to the EMS; and 4) financial reporting of all EMS transactions.

Key Accountabilities:

1.Front-line customer service for EMS clients, including but not limited to:


2.Office administration services to facilitate efficient day-to-day operation of the EMS, including but not limited to:


3.Financial administration of all EMS projects and internal spending activities, including but not limited to:


4.Financial report preparation, including but not limited to:

Position Requirements


High school diploma required. Business Administration Diploma or equivalent preferred.



MS Word Excel PowerPoint Other
Intermediate Intermediate Basic Intermediate experience with MS Office suite, specifically Word and Excel programs. Knowledge of Access. Working knowledge of financial software packages, cash handling and financial reconciliation procedures.

Nature and Scope

Interpersonal Skills:

Internally, the incumbent will make contact with several departments to exchange information and ensure EMS procedures meet the needs of its clients and the university, including:

Externally, makes contact with suppliers and subcontractors for the purpose of ordering office supplies and reconciling invoices.

Level of Responsibility:

The job has defined duties and responsibilities with minimal direct supervision.

Decision-Making Authority:

Minimal. The incumbent works independently, setting his/her own work plan to ensure all financial and administrative tasks are completed in a timely manner and according to set priorities; however, all EMS budget, operating, and project decisions are made by the EMS/SDC Manager or Assistant Manager.

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment. The office is in a prototype machine shop, so the incumbent may be exposed to occasional noise; however, this can be attenuated by closure of the office door.

Working Environment:

Working Conditions:
Located in a comfortable indoor area. Much of the time is spent sitting in a comfortable position with opportunity to move about.

Working Hours:
Regular working hours

Risks  – physical and psychological :
Physical risks

Psychological risks

No significant risks