Administrative Assistant

Position Overview

The hiring salary range for this position is from $63,045.45 to $72,510.75

The Administrative Assistant provides high-quality administrative, coordination, and logistics support across the EORLA administrative support function. This role contributes to the effective delivery of lab operations and corporate activities by coordinating workflows, information and schedules, and by helping ensure administrative processes run smoothly and efficiently.

Responsibilities include:

• Office Administration
• Triages and tracks incoming mail and email for response and action.
• Photocopies, faxes and scans a range of documents and information.
• Arranges for courier/mail services; distributes documents to outside agencies.
• Prepares and distributes staffing schedules (on-call, rotation, vacation, teaching), codes and inputs time and attendance data.
• Sets up email/phone distribution lists.

Coordination and Planning

• Coordinates arrangements for consults, committees (internal and external), meetings and other events – scheduling, preparing and distributing invites, completing registration, booking rooms, organizing conference calls, arranging for equipment, catering, travel, and accommodation.
• Coordinates, collects, assembles, uploads, and provides agendas and information packages – reports, research, files and background materials.
• Arranges interviews (recruitment, residency program, academic appointments); identifies, collects and files or distributes required documentation to support processes.
• Responds to requests for information or materials from both internal and external stakeholders.
• Attends meetings and takes and distributes minutes to participants.
• Manages and coordinates calendars - acceptance, prioritization, and updates.

Financial

• Monitors office and specialized supply inventory.
• Prepares requisitions and purchase orders.
• Reviews and prepares or submits invoices for payments.
• Enters data for budgets, provides variance updates, completes fund transfers.

Documentation and Reporting

• Prepares, formats and edits a range of documents in multiple different forms (word documents, spreadsheets, presentations) – memos, correspondence, reports, training materials, presentations, spreadsheets, lectures, posters, manuscripts, policies, procedures, research applications, accreditation processes.
• Creates, or assists with creation, of forms and templates.
• Maintains tracking systems for documents and deliverables – both hard copy and electronic.
• Maintains databases and filing systems including file set up, data entry, data validation and archiving.
• Completes internet searches to identify and retrieve information, reports, publications, etc. to support research and other initiatives.

Communication and Interpersonal Skills

• Provides first-point of contact and customer service to triage, provide service and information.
• Interacts across a range of internal and external stakeholders with a focus on the provision of administrative and operational support and the exchange, collection, and dissemination of information.
• Explains, clarifies, and exchanges process and procedural information.

Complexity and Problem Solving

• Prioritizes workload where there are competing demands and unexpected deadlines.
• Triages incoming telephones calls, emails, and in-person visitors where solutions are not always known.
• Undertakes identification, consolidation and reporting on data - ensures accuracy and validity of coding.
• Provides ideas and suggestions to improve work processes and productivity.

Accountability and Decision Making

• Responsible for determining sequencing of work priorities to meet expected deadlines.
• Verifies accuracy of information prior to data input (e.g. time and attendance) and follows up where required.

Rotation/Shifts
Days, 8 hour shifts. For information purposes only - EORLA reserves the right to change.

Basic Requirements

• Completion of a college diploma in office administration;
• Minimum of three (3) years of previous experience in an administrative support function;
• Knowledge and experience with office administration practices including time management, document management, scheduling, minutes/transcription, financial support and customer…