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The primary purpose of this position is to provide high-level administrative support to the department head and all other members of the department. This position is required to ensure effective and efficient operations of
the department. This position provides coordination of the administrative work of the department overall and provision of information to department members to ensure knowledge of and adherence to appropriate department,College and University policies and procedures. This incumbent reports to the Director of Administration and 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. The incumbent is expected to operate independently, use sound judgment to make decisions and provide advice to all members of the department. Prompt, complete and accurate work is extremely important to mitigate
financial and reputational risks.
This position is expected to ensure conflicts are minimal and resolved within their team. They will play a key role in mentoring more junior staff in the department. This position is expected to make recommendations as to improvements to the work or work environments and will set the priorities for workflow within the department.
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
- Compile data, statistics and other information
- 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
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Public sector
Area Of Specialization
- Financial statements
- Correspondence
- Contracts
- Charts, tables, graphs and diagrams
- 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
- Excel
- Electronic mail
- Electronic scheduler
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