The Administrative Assistant/Coordinator coordinates administrative services to support, promote, and sustain the efficient, timely, and effective operation of regular activities as well as larger projects within the Centre for Teaching and Learning. The incumbent provides administrative and secretarial assistance, logistical and budgetary planning and support, event planning and support, and Internet searches supporting the Director, Centre for Teaching and Learning, and the Centre members.
SUMMARY OF DUTIES:
- Provides administrative support to the Director by coordinating their schedule, arranges individual meeting requests and prioritizes appointments.
- Handles administrative duties associated with committees which includes preparing the agenda, distributing documentation, and taking accurate minutes.
- Coordinates the hiring process in CTL which includes scheduling interviews, assisting with HR forms, and orientation process for the CTL and coordinates the selection and orientation for CTL Visiting Fellows.
- Arranges the Director’s participation at various conferences and academic events including registration, travel and accommodation, preparing necessary documents, and expense reimbursement.
- Collaborates with multiple parties to assist in the organization of CTL events and activities (e.g., Annual Celebration of Teaching Excellence, Teaching and Learning Conferences) and prepares budget estimates and tracks actual expenses across budget years.
- Coordinates event logistics including identifying and booking rooms, organizing catering and A/V, drawing room layouts, accepting and depositing payments, and preparing materials in advance and organizes day-of event set-up and take-down and oversees volunteers at the registration desk.
- Provide data from databases for follow up analysis and do initial analysis from workshop and event evaluations and statistics, for various reports (e.g. CTL annual report).
- Submits requests for maintenance work order for repairs and renovations, interior and exterior signage, and coordinating requests for housekeeping.
- Serves as the first point of contact for the Centre, and exercises judgment with respect to actions required and the appropriate redirection. This is through email, phone, virtual systems, and in-person contact.
- Administers CTL departmental budget and trust accounts, and supports research grants for the Centre
- Document expenditures, tracking orders, composing and creating detailed spreadsheets, and completing journal entries and budget transfers for departmental cost centres and grants.
- Coordinates the purchasing process for the CTL, orders office supplies and equipment and reconciles the monthly credit card statement for purchases made within the guidelines of the purchasing card program.
- Posts journal entries to the Financial Information System for CTL services charged to departments and grants.
- Supports large projects for the CTL as required. This includes targeted support of short or continuing projects such as grant programs, and the International Visiting Fellows Program.
- Other duties as assigned.
The successful candidate will have:
- Bachelor’s degree and/or five years of senior level administrative experience as it relates to the duties of the position;
- Experience with complex calendar and appointment booking;
- Experience with accounting and budgets and excellent analytical skills as it relates to the financial reporting duties of the position;
- Experience with event coordination and planning;
- Proven ability to work effectively and efficiently within a team environment as well as the ability to work independently with minimal supervision;
- Excellent interpersonal skills including a high degree of cultural sensitivity and awareness of cross-cultural issues;
- Excellent communication skills, both written and verbal, including strong grammatical and keyboarding skills;
- A high level of professionalism, including good judgment, and ability to maintain and protect the integrity of the department;
- Ability to problem solve to exercise sound judgement and to recommend resolutions;
- Good organization and time management skills with the ability to prioritize work, take initiative, multi-task within a high work volume office;
- Ability to maintain strict confidentiality, detailed oriented and possess a high level of accuracy in their work within the context of the larger unit goals;
- Extensive knowledge of the University’ organizational structure, reporting systems, policies and procedures;
- Experience in record keeping, minute taking, and meeting preparation;
- Statistical and analytical ability pulling from databases for various reports;
- Experience with the UWinsite Finance System or compatible systems;
- Excellent computer skills (including Word, Excel, PowerPoint, Outlook, Teams), simple database management, internet browsers and online search engines on the World Wide Web and awareness of Learning Management Systems. Able and willing to learn new software programs as they become available; Typing 40 NWPM.
THE FOLLOWING TESTS WILL BE ADMINISTERED:
MS Word (Intermediate), MS Excel (Intermediate); Typing (40 NWPM)
HOURS OF WORK:
Monday to Friday 8:30am – 4:30pm
(Occasional overtime early morning, evenings and weekends)