Administrative Assistant
March 4 2025
Expected expiry date: March 12 2025
Industries
Education, Training
Categories Professionals, Support staff
Remote
Thunder Bay, ON • Full time
Overview
*Internal COPE employees will be considered first among externals, internal candidates will be reviewed after March 5, 2025, at 11:59 PM.
Reporting to the Chair of Electrical & Computer Engineering and the Chair of Software Engineering, this position provides essential support by managing schedules, correspondence, and departmental records. Serving as the first point of contact for inquiries, it also coordinates meetings, processes expense reimbursements, facilitates scheduling and exam arrangements, and assists with CEAB accreditation documentation. Strong organizational skills, attention to detail, and multitasking ability are key to success in this role.
Responsibilites
- Provides comprehensive administrative support for the Chairs of Electrical & Computer Engineering and Software Engineering including but not limited to arranging appointments, meetings, all aspects of correspondence, confidential reports and proposals, and automatically respond to routine requests by email or phone.
- Sets up and manages Chair’s departmental and student files in department file share. Departmental documents including but not limited to course outlines, course reflections, annual reports, adjunct letters, contract lecturer files, visiting scholar and postdoc documentation.
- First point of contact for all inquiries from students, visitors, and the general public.
- Must be aware of policies and procedures for the Faculty and the University and be able to research and advise on policies. Examples include the LU travel policy, budget policies, academic policies such as course credits to name a few.
- Manages and processes all cheque requisitions from faculty, staff, and student alike- for items such as degree project reimbursements, conference fees, travel, and all other forms of expense reimbursements.
- Provide full scope of administrative support for Barrie, everything listed in previous sections that can be done virtually.
- Designated Scheduling contact for both departments. Facilitate all communications between the Faculty and the Scheduling department. Provide extensive exam support, managing room requests, exam printing, contingency exam arrangements, SAS exam support.
- Prepares the academic timetable from material provided by the department heads (teaching loads).
- Aware of Canadian Engineering Accreditation Board (CEAB) Governance and policies, as well as data and document collection required for upcoming Departmental Accreditations.
Qualifications
- Post-secondary education in Business or Office administration along with 3-5 years of administrative assistant experience
- Proficient with Microsoft Office suite, Colleague/Datatel and can adapt and learn new systems and software (Myinfo, Ellucian, Informer, etc)
- Moderate level of technical literacy.
- Familiarity with Google Suite of applications and collaborative digital tools
- Exceptional organizational, time management, interpersonal and communication skills
- Ability to multitask a variety of high priority duties and work under pressure of deadlines
- Ability to work with minimal supervision
- Ability to work with sensitive information and handle all office duties in a confidential manner
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