| 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 |
| Grade: |
USG 5
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
- Provides high level assistance to the Director in order to allow him to focus on critical issues and manage his frequent travel schedule. Responsibilities include and not limited to: managing the Director’s personal and professional information, his correspondence and his schedule.
- Manages & organizes all of the Director’s travel including: flights, accommodation, ground transportation, itineraries, communication devices and other logistical matters.
- Collecting of external expense money & balancing with travel expenses
- Provides administrative support for OPTOM 347 course through correspondence with the students on behalf of the Director, as well as the occasional inputting and uploading of course information into Desire2Learn programme.
- Provides administrative support for other optometry courses and teaching opportunities (internal and external) as they arise as well as the Director’s activity on external committees.
- Maintains a file of articles and assists the Director with gathering information for his presentations.
- Prepares and processes university, industry and conference related travel claims for the
2. Management of Correspondence, Records and Other CCLR Information
- Assists CCLR personnel with the management and follow up of correspondence.
- Records and distributes minutes regularly for CCLR staff meetings and for other CCLR meetings as required.
- Organizes and maintains documents needed to meet regulatory requirements, such as a file of current CVs, attendance and training records and study binders arranged according to Good Clinical Practice standards, archiving study information when required.
- Supports the ongoing quality assurance processes within the CCLR.
- Maintains hard and electronic files of CCLR papers, posters and presentations.
- Manages databases containing administrative information, such as the external address database.
- Assists with the compiling of documentation for ORE submissions.
3. Scheduling
- Coordinates and schedules internal and external meetings, conference calls and other related activities including scheduling of resources and catering.
- Provides support to CCLR visitors.
- Liaises with the IT department in coordinating the setup and use of Outlook calendar for all CCLR employees.
4. Travel
- Arranges flights, accommodation, ground transportation, itineraries, communication devices and other travel needs for CCLR employees, as needed.
- Prepares requests for travel advances and reconciles travel claims for all CCLR personnel.
- Facilitates training of staff on UW travel policies and guidelines.
5. Financial
- Prepares reimbursement claims for expenses and fees for all CCLR employees from either UW or external sources.
- Assists with the payment of study participants, as required.
- Reconciles and assigns appropriate accounts to the month end use of P-card.
- Reconciles monthly statements for study contact lenses and solutions.
- Organizes, supports and tracks Blackberry usage within the CCLR.
6. Event Planning
- Creates, organizes and implements CCLR work related functions and social events.
- Manages budgets for CCLR social activities.
- Provides administrative support for all CCLR related activities.
7. Contact Lens Compendium
- Acts as project coordinator on the preparation of the Contact Lens Compendium, including contacting industry for updates on products, organizing meetings with fellow editors, manufacturers and web designers, overseeing printing of hard copies, uploading of online version, soliciting for advertisements and acting as the contact for any queries related to the project.
8. Managing Resources
- Assists with training and orientation of new CCLR employees, visitors, etc
- Assists with the assigning of tasks to CCLR co-op students and casual employees.
- Sources and maintains equipment for administrative purposes; i.e. department printer/copier, label printers.
- Assists with access to technical support for software issue, those related to Outlook connect accounts and use of BlackBerries.
9. Other
- Assists with shipping needs of CCLR employees.
- Provides back up support for other administrative staff as necessary.
- Other duties which are requested from time to time by the Director, the Administrator or other members of the CCLR.
Position Requirements
Education:
High school diploma or equivalent
Experience:
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.
Technical:
| 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.
