UWindsor Together: Student Mental Health and Remote Learning Services

Administrative Assistant '8' in the Department of Public Affairs & Communications (Temporary Vacancy)

Employment Group List: 
Unifor 2458 Full-Time
Posting Type: 
Internal
Job Posting Number: 
2021-FT-16
Closing Date: 
11/05/2021 - 4:00pm

Temporary Vacancy until approximately February 1, 2022


PRIMARY RESPONSIBILITY:

The Administrative Assistant to the Executive Director, Public Affairs & Communications ensures the efficiency and effectiveness of the Office of Public Affairs & Communications (PAC) through the provision of secretarial/administrative support.


SUMMARY OF DUTIES:

  1. Serves as primary contact for the Office of Public Affairs & Communications and provides relevant information as required
  2. Maintains mailing lists for publication distribution; sorts and redirects incoming mail
  3. Maintains filing system for PAC activities, and monitors capital inventory
  4. Arranges for conference registration, travel and accommodations for PAC staff when required and completes report
  5. Updates Human Resources’ attendance sheets for Executive Director’s approval
  6. Assists in preparing the budget and projecting annual expenditures for Executive Director’s review; tracks PAC Budget by maintaining a record of all revenue and expenditures through the Financial Information System; reviews and keeps Executive Director informed on budgetary matters
  7. Prepares transfers and journal entries when required; maintains petty cash
  8. Reconciles purchase card statements; invoices and back-charges clients when necessary
  9. Maintains the Executive Director’s calendar by entering meeting requests and scheduling meetings
  10. Composes correspondence, memos and presentations for the Executive Director as requested
  11. Prepares meeting agendas and materials; conducts minute-taking
  12. Organizes and expedites the flow of paperwork through publication area; compiles and distributes media clippings daily
  13. Assists with other administrative-related duties on special projects as assigned
  14. Co-ordinates and implements an annual community-related project
  15. Other duties as assigned.

ESSENTIAL QUALIFICATIONS:

The successful candidate will have:

  • A diploma in office administration and / or significant experience in an administrative support position as it relates to the duties of the position;
  • Strong organizational skills, attention to detail, accuracy, time management skills and the ability to multitask;
  • Strong written and verbal communication skills;
  • Excellent interpersonal and public relations skills, especially as it relates to liaising with various stakeholders within and outside of the campus community;
  • Ability to work in a team environment as well as independently with little supervision;
  • Ability to exercise good judgment and confidentiality;
  • Ability to exercise discretion and tact and must have excellent problem solving and analytical skills;
  • Minute taking and proofreading experience;
  • Experience in budgets and previous work experience on a computerized accounting system;
  • Strong computer skills, including previous experience with, MS Office (Excel, Word, PowerPoint), emailing, calendaring, internet, Adobe Acrobat; typing 40 NWPM.

THE FOLLOWING TESTS WILL BE ADMINISTERED:                                                         

MS Word (Basic), MS Excel (Basic); Typing (40 NWPM)


HOURS OF WORK:                                         

Monday to Friday 8:30am – 4:30pm

Rate of Pay: 
As per Schedule 'A' - Unifor 2458 FT Collective Agreement
 

 
If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator at extension 4523. Should you require further information on accommodations, please visit the Office of Human Rights, Equity & Accessibility (OHREA).
 
Please note that the job postings are removed from this site by the end of business on the closing date listed on the posting. The University thanks all applicants for their interest, however, only those candidates considered for an interview will be contacted. Applications submitted through employment agencies will not be considered.