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Assistant to the Director

Date: august, 2011
Reports to (Job Title): Administrative Officer
Jobs Reporting (Job Titles): None
Location: Main Campus

Primary Purpose

The Assistant to the Director coordinates the activities of the office of the Director, by ensuring continuity in its day-to-day, term-to-term, year-to-year administration, according to the established calendar of events, policies and procedures for the University and School.

Key Accountabilities:

1. Administrative and secretarial support for the Director’s Office

 

2. Financial monitoring

 

3. Communication

 

4. Human Resources

 

5. Health and Safety coordinator

 

Position Requirements

Education:

Some post-secondary education required, preferably in an area of office administration.

Experience:

Extensive administrative experience in an academic environment.  Proven excellent interpersonal, organizational, communication skills, and analytical skills requiring administration and interpretation of complex university and government policies.  Proven ability to work independently and as part of a team in a busy and varied environment with conflicting deadlines and a large volume of work.  Demonstrated ability to take the initiative, and accurately complete detailed work.  Excellent interpersonal and relationship-building skills with a demonstrated ability to handle faculty, staff and students from around the world with tact and diplomacy.  Experience with research grants, agencies and accompanying policies and procedures are necessary.  Must have the proven ability to exercise sound independent judgement and handle confidential information.

Technical:

MS Word Excel PowerPoint Other
Advnced Advancedl Advanced Advanced computer skills and knowledge of software applications used in an office setting, including word processing, spreadsheets, internet web page editing, financial management, online forms and databases.

Nature and Scope

Interpersonal Skills:

Internally, communicate with the following to present and discuss information and problems:

And externally, with

Level of Responsibility:

The job has specialized work and receives specific guidance.

Decision-Making Authority:

Decide type of document and supporting material required for a multitude of complex forms and application procedures.  Answer inquiries about School and university procedures and policies. Refer atypical problems to the Director or Administrative Officer.

Physical and Sensory Demands:

Working in a busy office environment with conflicting deadlines and requests.

Working Environment:

Travel: None

Working Hours: Regular Working hours

Risks  – physical and psychological: Routinely manage a large volume of work with conflicting deadlines and frequent interruptions.