Administrative Assistant, School of Liberal Arts

Administrative Assistant, School of Liberal Arts

Position No.: JOBPOST-

Salary: $30.72 - $ 35.22 per hour

Competition ends: Tuesday, September 8th at 4:30 pm

Full-Time Temporary Appointment until March 17, 2027

Vacancy Status:
Existing position

The Administrative Assistant will provide comprehensive administrative support to the School of Liberal Arts. The Administrative Assistant will engage with School directors, program coordinators, faculty members, the Dean’s office and at times, support students. Primarily, the Administrative Assistant will assist the School Director and coordinators in matters of governance, and internal and external university affairs, including but not limited to budgets, course offerings, workloads, special projects, program reviews, recruitment and various other activities.

In addition, under the supervision of the Business Manager, you will provide information and reports to the Office of the Dean as directed.

• Ensure the responsibilities for the School of Liberal Arts for the assignment of overloads and sessional contracts while conforming to the Laurentian University Faculty Association (LUFA) Collective Agreement language and the various steps involved;
• Track the process using Excel/Google Sheets templates provided and updating the School’s sessional seniority roster every term;
• Assist in the collection of data and information required for school annual reports;
• Assist the School Director in preparing the timetable, rosters and course offerings (e.g. preparing course master changes and updates), maintain current sessional faculty seniority and establishment lists, prepare documentation for hiring committees, processing faculty job postings, ensuring new faculty are familiar with equipment and forms, etc.;
• Prepare submit and maintain Google sheet tracking records for all academic processes and councils (including CPF, CELP, IQAP);
• Organize functions and obligations specific to the School of Liberal Arts (schedule meetings, prepare documents for meetings, travel arrangements, etc.);
• Information management, including contact lists for students and program supervisors;
• Coordinate periodic reviews;
  Process transfers and requisitions, work orders, timesheets (and other), in consultation with the Director;
• Reconcile budgets including purchase cards;
• Communicate information electronically (email and GSuite) and responding to various requests such as booking meeting rooms, documents, agendas and minutes;
• Maintaining the School’s files and records Using Google Suite and Excel;
• Working with a variety of software programs including but not limited to: GSuite (Google docs, sheets, forms, calendar, etc.) MS Excel and Word, Adobe Acrobat, Ellucian/Datatel/Colleague, Gmail, Windows Explorer, MS PowerPoint, Tableau database, Business Objects database, and others;
• Manage a University email account, (maintaining, protecting, controlling access);
• Posting faculty office hours; assisting faculty with their office and classroom requests;
• Purchase supplies and test materials for the School;
• Monitor and maintaining inventory;
• Update and maintain the School’s webpages, and social media;
• Liaise with Marketing to update and aid in the coordination of marketing materials;
• Assist students and faculty with graduate teaching assistants (GTAs), teaching assistants (TAs), and part-time staff with forms and processes required for web-time entry setup for payment;
• Assist in the organization of student workshops, special events, guest speakers/lecturers, trips, open house events (including travel arrangements);
• Inform students of various workshops, opportunities, competitions and seminars;
• Ensure students are following necessary steps towards thesis defense; coordinating thesis defenses as needed;
• As…