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Administrative Specialist

Department: Kinesiology Effective Date: November 2010   
Grade: USG 5 Reports to: Lab & Admin Coordinator

General Accountability

The Administrative Specialist supports the teaching and research programs of the Department of Kinesiology by providing administrative expertise and services.  The Specialist, in addition to general administrative support, will maintain the departments web presence, assist with billing, charge outs and invoicing associated with an academic department and provide assistance with online learning environments.  The incumbent will also manage a supplies store for office and research supplies and assist with booking teaching and research equipment housed in the Kinesiology workshop.

Nature and Scope

The incumbent functions as an Administrative Specialist and provides a wide range of valued assistance to faculty and senior staff in Kinesiology.  The incumbent will be situated adjacent to the Kinesiology workshop enabling them to provide assistance to Kinesiology Dept members including undergraduate and graduate students using the stores and equipment booking facility.

Internal/External Relationships: 

Statistical Data

Kinesiology is the largest of the three departments within the Faculty of Applied Health Sciences.  Kinesiology has an enrollment of approximately 800 undergraduate students, 80 graduate students, 15 full time staff members and a faculty complement of 25 full-time faculty. These statistics do not include sessionals and staff members who teach undergraduate courses.  In addition there are Post Doctoral Fellows, staff and visitors who are supported by the various research grants and contracts held by faculty members.

Specific Accountabilities

  1. Maintain and update Department web space for both the undergraduate and graduate Kinesiology programs.  Assist faculty and staff with the development of new web pages for teaching and research programs within the department. The incumbent will work with the AHS faculty office to coordinate Kinesiology web page presence with faculty pages.
  2. Prepare and process internal billings and charge outs as required for fax, photocopies, telephone, lab stores and supplies.
  3. Prepare and process invoices for the Kinesiology Department as required for external billing using Sharepoint.  The incumbent will maintain a record of invoices and act as the contact person with Finance to process these invoices.
  4. Provide assistance to instructors and faculty with teaching through technology initiatives (UW-ACE) including managing and creating online course evaluations for various course lab components.
  5. Provide administrative support for the School of Anatomy including point of contact for public requests for information or donations, Donation correspondence (including contact with the Chief Coroner of Ontario), maintain record and assist with the annual Service of Gratitude.
  6. Manage a supply store for office and research related supplies.  This includes supply ordering, inventory management and billing/transfer of funds for research related expenses. Total budget for this operation is currently about $25,000.
  7. Provide equipment booking assistance for common department owned equipment, housed in the Kinesiology workshop for teaching and research related activities. 
  8. Assist the Technical Manager with maintaining an equipment inventory as well as other administrative related activities of the Kinesiology Workshop as required.
  9. Provide administrative support for the activities of UW Fitness as required
  10. Manage photocopying resources within the Kinesiology Department including day to day operation and billing.
  11. Provide general administrative support to the department as needed.
  12. Provide back up support to the other members of the Administrative support group as required.
  13. Other specialized duties and assignments may be given by the Chair of Kinesiology, the Lab and Administrative Coordinator and the Faculty Executive Officer.

Working Conditions