Faculty Office Assistant - Office Assistant ; AESES

Position: Faculty Office Assistant - Office Assistant 4 (AESES)
Job Openinga Location :

Expected Start Date :

Full Time :

Permanent :

Posting End Date :

Job Description :

Faculty Office Assistant - Office Assistant 4 (AESES)
Existing Budget-Funded Continuing Full-Time 35.00 hours/week Monday to Friday 8:30 am - 4:30 pm Salary Range: $24.27 - $33.05 per hour ($44,171.40 - $60,151.00 per annum)
Proposed

Start Date:

July 2, 2024

Trial/Probation Period: 840.00 work hours For more information, please contact:

Evelyn Williams or @ :

The position provides centralized services to multiple departments and centres within the Faculty of Arts requiring the understanding of the unique needs of the academic units they support while maintaining consistent administrative practices.

-Prepares and handles confidential correspondence, reports, university forms, etc.

-Schedules and attends meetings, preparing agendas and taking and transcribing minutes.

-Assists Department Heads in the preparation of the Academic Timetables.

-Assists the Department Head and Centre Directors in the selection of Lecturers, Sessional Instructors, etc.

-Interprets departmental policies and regulations and provides advice, assistance and information to staff and students.

-Monitors casual and part-time employees and is responsible for direct entry of payroll.

-Compiles material relevant to curriculum changes for the Head/ Associate Head.

-Responsible for event planning including room/venue bookings, catering orders, audio/visual requests, flight & hotel arrangements and speaker fees.

-Updates websites and social media accounts as directed.

-Monitors bulletin boards for units and posts information when required.

-First point of contact for graduate program and graduate admissions inquires.

-Coordinates theses proposal and defense processes for Graduate programs.

-Maintains departmental library of all defended and revised theses.

-Circulates fellowship application to the graduate committee and provides information and guidance related to available funding.

-Assists with ordering Textbooks and with SRI Evaluations.

-Ensures final grades are entered correctly in Aurora and are submitted to the Registrar Office.

-Reconciles monthly budget reports using Aurora Finance (FAST) and prepares EPIC orders for general operating purchases.

-Coordinates maintenance, upkeep and renovation of the general operation of the department.

-Maintains petty cash funds and prepares reconciliation claim forms for reimbursement.

-Initiates travel claims in Concur and scans and uploads receipts for submission.

-Arranges payment of honoraria for guest speakers.

-Acts as receptionist, receiving and referring visitors and calls, providing information and taking messages.

-Reviews, sorts and distributes mail/email correspondence and responds to enquiries as appropriate.

-Arranges for couriers as needed, creates and maintains filing systems and orders supplies as required.

-Performs other duties as required or  :

MINIMUM FORMAL EDUCATION/TRAINING:

-Completion of a formal training program in a related discipline from a recognized institution is required.

-Payroll and Human Resources administration training is preferred.

EXPERIENCE:

-Three years of directly related administrative experience providing senior level support to a dedicated program is required.

-University experience in an Academic Unit preferred.

-An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Demonstrated proficiency in using advanced features of MS Office (word, excel and outlook) is required.

-Strong attention to detail required with experience inputting and transcribing data required.

-Ability to complete assignments and stay focused in the midst of distractions required.

-Bookkeeping knowledge and skills required.

-Virtual and in person event planning experience and knowledge is required.

-Proven decision-making and problem-solving skills in the interpretation and application of regulatory policies and procedures required.

-Ability to work effectively with all levels of staff and students in order to provide quality customer service required.

-Excellent organizational skills and demonstrated ability to prioritize work to meet deadlines required.

-Excellent communication skills are required: must be able to communicate in writing and verbally with, faculty and staff, and students.

-A team player with the able to establish and maintain effective working relationships is required.

- Demonstrated proficiency in using virtual meeting applications (zoom, team, etc.) preferred.

-Knowledge and experience managing website and social media platforms preferred.

-Experience working on Academic Timetables is preferred.

-Experience in applying collective agreements preferred with working knowledge of University agreements considered an asset (i.e. AESES, CUPE 3909 Units 1 &
2).

-Familiar with HRIS systems (UMCareers, VIP, JUMP, etc.) is preferred.

-Demonstrated skill in taking initiative preferred.

-Working knowledge of EPIC, Concur, Banner and Aurora Student is preferred.

-Graduate programs…