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PART TIME POSTION: The primary purpose of this position is to provide comprehensive clerical assistance to support the effective and efficient operations of the undergraduate programs within the department. This position is also responsible for providing a wide-range of financial and administrative services for all faculty and staff associated with the department. This incumbent reports to the Director of Administration, Executive Assistant to the Dean, and operates in a diverse, complex and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm.
This position receives guidance and mentorship from the Administrative Assistant within the department and can expect to coordinate workflows with all administrative team members in the department. This position will provide basic cross coverage support to the Administrative Assistant in the department.
Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete and accurate work is extremely important to mitigate risks associated with accreditation, finance and overall reputation.
This position is expected to make recommendations as to improvements to the work or work environments.
Essential Skills
- Reading text
- Document use
- Numeracy
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Technical Terminology
- Financial
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare and format page presentation
- Perform basic bookkeeping tasks
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Public sector
Area Of Specialization
- Invoices
- Correspondence
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Combination of sitting, standing, walking
- Sitting for extended periods
Business Equipment and Computer Applications
- Windows
- Word processing software
- MS Word
- Excel
- Electronic mail
- Electronic scheduler
- General office equipment
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