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Department Secretary

Date: August 15, 2014
Reports to (Job Title): Administrative Officer, Systems Design Engineering
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The responsibilities of this position encompass a wide variety of tasks.  The main responsibilities are to provide office services to faculty members of the department, act as department receptionist.  The incumbent is also responsible for recording minutes of department meetings, key control, maintenance of office equipment, ordering office supplies, and distribution of incoming mail. Work as part of a team. Strong working knowledge of Word and Excel are required.  Report to Administrative Officer.

Key Accountabilities:

1.  Clerical and administrative support for the general operation of the Department


2.  Attend department meetings and record minutes.  Prepare and circulate notices of meetings, agendas and minutes.

Position Requirements






MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

The Department secretary serves as front-line reception for the department, interacting in a professional and friendly manner with diverse groups including faculty, staff, students and administrators on a daily basis in person and via telephone and email. As the first point of contact, the Department Secretary must possess excellent customer service skills and have good organizational and communication skills.

The Department Secretary performs a wide range of administrative tasks, including: processing key permits, scanning and photocopying, scheduling and handling logistics for meetings and special events. He/she must be proficient in Word, Excel and Sharepoint and be able to work independently and as part of a team.

Level of Responsibility:

minimal; under day-to-day supervision and direction of the Administrative Officer

Decision-Making Authority:

minimal; under direction of Administrative Officer

Physical and Sensory Demands:

minimal; typical of an administrative position within an office environment

Working Environment:

Travel:  None

Working Hours:   regular working hours

Risks  – physical and psychological :

physical risks

psychological risks