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Administrative Assistant to the Director CCLR

Date: February, 2013
Reports to (Job Title): Centre for Contact Lens Research (CCLR) Administrator
Jobs Reporting (Job Titles): None
Location: School of Optometry and Vision Science


35 hr/wk

Primary Purpose

This position is responsible for providing professional and administrative assistance to the Director of the CCLR and all other members of the CCLR as required.

Key Accountabilities:

1.  Professional Assistant to the Director of the CCLR



2.  Management of Correspondence, Records and Other CCLR Information



3.  Scheduling



4.  Travel



5.  Financial



6.  Event Planning



7.  Contact Lens Compendium



8.  Managing Resources



9.  Other

Position Requirements


High school diploma or equivalent   


Greater than 5 years’ experience working in an administrative environment.  Excellent organisational skills with experience coordinating events/activities.  Willingness to develop knowledge in a variety of areas such as the UW financial/travel guidelines and use of the electronic/internet environment.  Strong oral and written communication skills.


MS Word Excel PowerPoint Other
Advanced Advanced Advanced Adobe Acrobat, InDesign, Web, Desire2Learn, Advanced Connect

Nature and Scope

Interpersonal Skills:

Internally, this position works closely with the CCLR Director, receiving and following instructions and communicating information back.  The incumbent also supports all CCLR employees through the exchange of information.  Externally, this position deals with CCLR sponsors, professional and conference organizers and visitors to support their interactions with the CCLR.  The incumbent also works with suppliers to organize work functions and social events.

Level of Responsibility:

This position is responsible for providing professional and administrative support, with minimal supervision, to all members of the CCLR and, in particular, the CCLR Director.  The incumbent provides guidance on administrative procedures and is often privy to confidential information..  S/he also acts as a department designate for travel claims and is responsible for a UW Purchasing Card.  This position also assists the Administrator with assigning tasks to co-op students and casual employees as required.

Decision-Making Authority:

This position is responsible for compiling information needed for the approval of expenditures by the supervisor or other members of the CCLR Senior Administrative Team.  When organizing functions or social activities, the incumbent is responsible for effectively managing the budget.

Physical and Sensory Demands:

This position experiences minimal demands typical of an administrative position operating within an office environment where there is extensive computer work and many distractions over the course of the day.

Working Environment:

There is minimal exposure to disagreeable conditions typical of an administrative position required to occupy a cubical in an office shared with one to two other individuals.  This position is contingent upon funding.