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Posting ID 2360
Date Posting Closes - External 3/19/2013
Position Title Intermediate Administrative Assistant II
Department Faculty of Arts – Geography & Environmental Studies
Job Type Full-time, Limited Term
Campus Waterloo
Reports To Chair, Geography & Environmental Studies
Position Summary Reporting to the Senior Administrative Assistant (GES), the incumbent performs a variety of administrative tasks for the Chair, 24 full-time faculty and 5-10 Contract Academic Staff (CAS) and is responsible for the planning and execution of special projects on behalf of the department. The Department of Geography and Environmental Studies serves approximately 7,000 undergraduate and graduate students and over 350 departmental majors. Additional staff includes 2 laboratory co-ordinators, 3 technicians and 2 administrative support staff. She/he is the front- line receptionist, and provides general assistance to faculty, students, and staff regarding departmental office facilities and services. She/he has the ability to communicate clearly. She/he routinely handles confidential material such as exams, marks, promotion and tenure applications, etc. She/he has primary responsibility for general office operations including the maintenance of office supplies, the photocopier, printers, and shredder. Contacts include students, faculty, staff, other university departments and other universities. The incumbent supports the duties of the Senior Administrative Assistant for GES and works with other support staff as required.
Accountabilities
Within the GES Departmental Office:
  • Manages Chair’s and departmental committee binders;
  • Maintains faculty, staff and department files;
  • Maintains up-to-date file of current Contract Academic Staff and teaching applicants to department; prepares summaries of files for the Chair;
  • Executes logistical arrangements for departmental committee meetings;
  • Executes logistical arrangements and provides information for position candidates, guest speakers and visiting faculty, regarding travel and accommodation reservations, prepares and posts advertisements;
  • Prepares and produces Contract Academic Staff and Overload Teaching contracts;
  • Prepares and posts advertisements;
  • Produces Class Assistant/Demonstrator contracts and Payroll Authorizations to Hire, obtains necessary signatures from students and faculty;
  • Designs and regularly maintains departmental databases and produces numerous reports (e.g. faculty workload, course lists for posting, and other reports as requested by the Chair);
  • Answers phones/takes messages;
  • Responds to student inquiries, and guides students to appropriate resource persons;
  • Prepares departmental correspondence, CV’s, annual reports, reference letters/forms, etc.;
  • Assists with fax and courier procedures;
  • Processes Printing Services requests and scans images;
  • Monitors and orders office supplies in a timely manner;
  • Maintains photocopier and printers, ensuring prompt service;
  • Co-ordinates confidential document shredding, as required;
  • Collects and submits final exam information each term for the Examination Scheduling Office; coordinates “schedule-only” exams; liaises with Registrar’s Office regarding logistics of final examinations; prepares final examinations’ cover pages; coordinates deferred exam ‘slip’ days;
  • Designs and maintains room key assignment database, requests new and replacement keys as required (includes graduate office space);
  • Maintains electronic schedule of departmental room bookings, and ensures a current paper schedule is posted at all bookable locations;
  • Updates electronic database with posted (paper) vacation schedule;
  • Maintains selected departmental bulletin boards.
 
Duties associated with the Chair:
  • Opens Chair’s and departmental correspondence, responds to routine matters;
  • Maintains chair’s appointment calendar, as required;
  • Co-ordinates faculty promotion and tenure application files.

 

Duties associated with the Department of Geography and Environmental Studies:

  • Generates email distribution lists, digital class lists, and lab/tutorial lists;
  • Prepares mass mailings for prospective students and assists with other department mailings;
  • Produces and maintains a booking schedule for departmental audio visual equipment;
  • Provides logistical assistance in the recruiting of instructional assistants;
  • Assists with student course evaluations;
  • Provides administrative support to Departmental Undergraduate Officer(s) and to other activities affiliated with department;
  • Other duties as assigned by the Chair.
 
Duties associated with Special Projects:
  • Assists with the logistics for faculty member initiated workshops, conferences, guest speaker series, etc.; includes booking rooms, ordering refreshments, sending posters to other departments or universities, and event advertising;
  • Assists Chair with planning and logistics of Departmental events;
  • Assists faculty members in external roles (Book Review Editor or Editor for Academic Journals); involves the mailing of journals to subscribers (editor), mailing books to potential reviewers (reviews editor), co-ordinating meeting logistics where appropriate, and various correspondence;
  • Assists faculty members with arrangements for special training courses (such as GIS Certificate Program) and includes room bookings, correspondence with registrants, copying and printing of resource materials, registration;
  • Assists the Director of the Cold Regions Research Centre with advertising, correspondence, printing, and workshop arrangements;
  • Researches, writes and produces the Departmental Newsletter “Geohorizons” and distributes to faculty (current and retired), staff, students and alumni;
  • Supports other projects that may arise through the normal operation of a research-oriented, active department.
Qualifications
  • Secondary school plus one (1) year post secondary and minimum two (2) to three (3) years work-related administrative experience preferably in a university setting with extensive experience as a first-line receptionist;
  • Excellent customer service skills - clarifies client expectations, responds promptly and courteously to client requests, refers clients to others, as appropriate;
  • Experience working with university policies and procedures;
  • Excellent organizational skills with the ability to handle multiple tasks, determine priorities and manage frequent interruptions;
  • Excellent grammar and spelling skills;
  • Proven ability to research topics and write reports;
  • Sound judgment, diplomacy and tact;
  • Self-starter and motivator with the ability to work independently with little direction;
  • Experience in organizing special events;
  • Proven ability to interact with a wide range of University and external constituencies (e.g. faculty, staff, students, etc.);
  • In-depth knowledge of and experience with Word, Excel, Publisher and Access;
  • Experience in managing web pages and in preparing and posting materials to the web;
  • Experience working with Banner, LORIS and COGNOS.
Grade WLUSA-05
Salary $23.64-$27.82
Salary Notes This is a full-time, limited term leave replacement position for a duration of three (3) months from March 25, 2013 to June 28, 2013.
Please Note

This position is represented by the WLU Staff Association bargaining unit.

 

Please submit a cover letter and resume.

 

 

Wilfrid Laurier University endeavors to fill positions with the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

 

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Aboriginal persons and persons of a visible minority.  To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

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