Skip to the content of the web site.

Office Assistant

Date: August 1, 2015
Reports to (Job Title): Executive Officer, Academic
Jobs Reporting (Job Titles): None
Department: Office of the Vice President Academic & Provost

Location:

Main Campus

Grade:

USG 5
35 hr/wk


Primary Purpose

Perform a range of administrative tasks that contribute to the smooth running of the Provost’s Office and its activities on a day-to-day basis.

Key Accountabilities:

1. 

Scheduling of the Provost

  • Manages the scheduling of appointments and meetings for the Vice-President Academic & Provost, making independent decisions when conflicts occur Prepares meeting briefs, for the VP Academic & Provost conducting research when necessary
  • In consultation with the Executive Officer, Academic, assists in the coordination of travel arrangements for the Provost

2.

Reception

  • Serves as front reception for the Office of the Vice President Academic & Provost
  • Manages telephone, email and in-person inquiries on behalf of the Provost and other office staff

3.

Office Duties, including but not limited to:

  • Ensures that all incoming mail is received and distributed in a confidential and timely manner
  • Ensures that supplies are adequate for the operation of the office
  • Preparation and tracking of key permits

4. 

Events Coordination

  • Schedule all aspects of events hosted by the Provost
  • Uses Events Management system to track invitees/attendees

5. 

Other Administration Functions, including but not limited to:

  • Provide ongoing support to other members of the Department
  • Assist with the maintenance of Electronic Faculty Files
  • Assist in the Lunch & Learn training sessions as needed
  • Preparation and distribution of highly confidential correspondence on behalf of the Vice-President Academic & Provost

6. 

Acts in the absence of the Computing/Office Assistant

Technical

  • Assists in the maintenance of complex databases housing information related to the operation of the Office of the Vice-President Academic & Provost
  • Assists in the maintenance of the website for the Office of the Vice-President Academic & Provost

Administrative

  • Reviewing of all staff positions prior to the Provost’s approval and submission to Human Resources
  • On-line approvals of staff positions as the Provost’s delegate
  • Applications for 2% salary increase in lieu of vacation for all staff (union and non-union)
  • Maintenance of all office equipment

Position Requirements

Education:

Completion of a college program or combination of education and experience

Experience:

Exceptional verbal and written communication ability Independent judgment in areas of time management, task prioritization and decision-making.  Proven ability to manage a large volume of work, conflicting priorities and deadlines

 

Technical:

Intermediate experience with Microsoft Outlook, Word, Excel and PowerPoint.
Average experience with Microsoft Access, SharePoint and the Web Content Management System (WCMS)

Technical:

MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

The position of Office Assistant requires substantial skill in managing complexity and co-ordinating a range of activities and demands. Responsibility, maturity, and excellent problem-solving skills are key. Writing and organizational skills are key, as are managing conflicting priorities from multiple managers, and negotiating on time and on budget service delivery with service providers inside and outside the university.

Level of Responsibility:

The Office Assistant must act with tact, professionalism, and confidentiality at all times. This position performs no direct supervision of others. The role has a mix of defined, specialized and routine tasks and unusual or one-time requests.

 

Financial Accountability

Responsible for the administration and reconciling of a P-card ($10k), which is mainly used for transactions related to office supplies and events. The Computing/Office Assistant may also use a purchasing card to register the Provost at various administrative functions.

 

Problem Solving

As scheduler on behalf of the Provost the Office Assistant must have the ability to make independent decisions when conflicts arise.

 

Internal and External Contacts

This is the office of the Chief Operating Officer of the University. There is constant contact with individuals at all levels from inside and outside of the University, including: federal and provincial government offices, local and national businesses and corporations, senior administrators, faculty, staff, students, and other offices reporting to the Vice President Academic & Provost. It is important that the Office Assistant responds in a helpful and timely manner, maintaining professionalism, and strict confidentiality at all times.

 

Decision-Making Authority:

The Office Assistant is responsible for prioritizing conflicting requests with the ability to make independent decisions when conflicts occur. Exercising good judgement, discretion and flexibility in juggling a busy schedule is a must. S/he is an individual who can multi-task and make quick decisions in order to properly refer visitors and telephone calls. As the first contact in the Office of the Vice-President Academic & Provost, the individual must be well informed regarding the schedule of all staff (and their expected visitors/phone calls), especially that of the Provost. S/he decides upon appropriate information or actions to queries, including re-directing to the appropriate office.

Physical and Sensory Demands:

This position works independently and requires outstanding customer service, sound judgement, a strong work ethic and an ability to work under very challenging time constraints and conditions.

Working Environment:

This role involves minimal physical or psychological risk.