Description
We are currently looking to fill a full time temporary role at the University of Windsor.
Position will go until approx. October 8th 2025.
PRIMARY RESPONSIBILITY:
The Administrative Assistant provides administrative, budgetary and service support to the Head of the Department and faculty members in the unit. This position oversees the daily operation of the Department and directs the duties of the Graduate/Undergraduate Secretary.
SUMMARY OF DUTIES:
1. Provides administrative support to the Head by assisting with the organization, prioritization, and preparation of required paperwork for various University offices.
2. Handles inquiries (phone, in-person, email, Facebook etc.), composes any necessary correspondence and compiles documents for the Head’s signature (including student matters).
3. Assists the Head and faculty with preparing, compiling and typing reports for Accreditation/IQAP, etc. and distributes necessary documents for meetings.
4. Assists in creating and distributing agenda and accompanying documents for various meetings, prepares for meetings, and takes minutes.
5. Assists with creation of postings for various hires (such as, but not limited to: sessional, Tenure Track, Limited Term) each semester and prepares all necessary documentation for hiring Appointments committee members; Reviews files as received to ensure all files are complete and ready for committee’s review. Sets meetings, takes minutes, sends letter to candidates following deliberations. Arranges interviews, candidate itineraries, and any necessary reimbursement expenses related to such activities.
6. Oversees and directs the work of the Undergraduate/Graduate Secretary and oversees the schedule of the Equipment Technician and assists in needs related to the computer lab and equipment depot.
7. Maintains and monitors the departmental budget including trust & departmental accounts, petty cash, etc. Performs necessary financial transactions and journal entries; follows up with appropriate individuals if issues arise.
8. Arranges for travel and hotel accommodation and prepares travel expense forms and cheque requisitions.
9. Assists the Head with the preparation of teaching loads for faculty and sessional instructors for each of the four semesters.
10. Assists the Head with preparing and completing documents for UCAPT - Contract Renewal, Performance Reviews, Promotion and Tenure and/or Sabbatical committees and the subsequent submission of such documents to the Manager, Administration in the Dean’s office.
11. Refers and schedules appointments with Head for those students experiencing difficulties.
12. Other duties as assigned.
ESSENTIAL QUALIFICATIONS:
The successful candidate will have:
• Diploma in office administration or significant administrative experience as it relates to the position;
• Experience working with budgets and a computerized accounting system (e.g. UWinsite Finance);
• Experience working with on-line database applications (e.g. UWin student administrative system);
• Ability to work independently and the ability to take initiative and multi-task;
• Accuracy and attention to detail;
• Good public and human relations skills and the ability to work with a diverse staff, student and faculty population;
• Ability to problem solve;
• Excellent organizational skills;
• Experience taking meeting minutes and preparing for meetings;
• Excellent interpersonal skills and excellent verbal and written communication skills;
• Ability to maintain confidentiality and exercise discretion;
• Excellent collaboration skills working in a team environment;
• Knowledge of the University’s and Faculty of Arts, Humanities & Social Sciences regulations, policies and procedures;
• Knowledge of Senate Bylaws and WUFA Collective Agreement;
• Knowledge of the Renewal, Tenure & Promotion, UCAPT, PDC, Registrar, and sabbatical processes;
• Experience maintaining websites (e.g. Drupal and social media platforms);
• Proficiency in Microsoft Office (Word, Excel, Teams, PowerPoint, MSOffice 365)
If interested and qualified, please email resume to dolivito@impact-staffing.com