The Faculty of Law is nationally and internationally recognized as a leading law school with a distinguished record of outstanding research and teaching, and a high level of student, faculty, and staff engagement. Reporting to the Executive Assistant and Dean’s Office Manager, the Faculty Administrative Assistant contributes to the operational efficiency of the Faculty of Law by providing quality administrative support for the Dean’s Office and all faculty, including Term Adjuncts, in the Faculty of Law. The Faculty Administrative Assistant supports operational efficiency by triaging and responding to requests; supporting finance activities; and assisting with organizing the logistics for departmental meetings, seminars, and conferences; and maintaining proper records and documentation. If you have a strong client service mindset, excellent communication and interpersonal skills, keen attention to detail, and sound organizational abilities, and are excited by the opportunity to contribute to a dynamic academic environment, we encourage you to apply today.
This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
What you will do
- Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
- Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
- Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Plans and coordinates meetings, prepares materials, and records and distributes minutes.
- Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
- Generates financial reports for the department and/or unit.
- Maintains faculty members training records.
- Coordinates conferences and special events hosted by the department and/or unit.
- Coordinates and processes renewal, tenure and promotion (RTP) reviews for faculty.
- Maintains and updates the department website, social media channels and other electronic systems content.
- Co-ordinates maintenance requests.
- Other duties as required in support of the department and/or unit.
Required Education
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.in office administration preferred.
Required Experience
- More than 2 years and up to and including 3 years of experience.
- Experience in client and/or customer experience functions considered an asset.
- Experience working with diverse populations/equity deserving groups considered an asset.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
- Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
- Experience with operating systems technologies considered an asset (e.g., Linux OS, Windows OS, AD Forests, Domains, Trusts, DNS, DHCP, Group Policy and Organizational Units, VMware, VM backups tools, etc.).
- Experience in web design and website content development and management tools considered an asset (e.g., DreamWeaver, FrontPage, etc.).
- Experience working at a post-secondary education institution considered an asset.
- Experience planning, coordinating and/or managing events or promotions considered an asset.