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The primary purpose of this position is to provide high quality clerical and administrative services to support the effective and efficient operations of the graduate programs of the College of Engineering. The person in this position reports directly to the Chief Financial/Operational Officer, while working in collaboration with various graduate chairs responsible for primary programs assigned to this position. The person in this position is also expected to participate as an integral member of a team of Graduate Assistants working to support a large number of graduate students and program chairs across multiple departments specifically during absences of other team members. The volume of work will fluctuate through the year. The expectation is that work volume can be completed in a normal work day and the level of stress is moderate, with higher levels of activity anticipated during higher volume periods. The work involves multiple competing demands and a high level of concentration. Attention to detail is required as the impact of error is high for students and faculty members. The work is moderately complex. Decisions are made on the basis of established policies and procedures, with assistance provided by graduate chairs when interpretation is required or when complex issues arise. The Graduate Assistant is expected to make recommendations as to improvements to the work or work environment. They will also take steps to ensure that they are well versed in policies and procedures relating to graduate studies administration.
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
- 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
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Public sector
Area Of Specialization
- Correspondence
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Sitting for extended periods
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- Windows
- MS Word
- Excel
- Electronic mail
- Electronic scheduler
- Database software
- General office equipment
- Internet browser
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