Description
We are currently looking for an Administrative Assistant for the University of Windsor. Position will start immediately and will go approximately 45 working days.
1.Administrative Support – Associate Dean/Management Team
Provide secretarial and administrative support to the Associate Dean and his/her Management Team of the Windsor Campus including but not limited to:
- Assist with the effective administration of the office of the Associate Dean, Windsor;
- Act as the first point of contact for students, preceptors, Academic Directors, hospital, University of Windsor and Western University personnel seeking
contact with the Associate Dean, faculty leadership and his/her Management Team;
- Administer the Associate Dean’s daily agenda/calendar and schedule the Associate Dean’s meetings/teleconferences/videoconferences;
- Distribute meeting materials and prepare meeting documentation as required;
- Screen all general inquiries to the Associate Dean and prepare responses as required;
- Complete travel arrangements for the Associate Dean, Management Team, support staff, faculty, and trainees for travel from Windsor to London (an
elsewhere as required); and
- Assist with Faculty Development and other program events/sessions, which includes preparing and sending invitations to all faculty/attendees, creating
event brochures/flyers, ensuring all documentation is complete, requesting CME credits, preparing evaluation forms, distribution, attendance, parking arrangements and catering
2. General Office Support
• Support the Schulich Windsor Campus Academic Committee, Academic Directors and the Windsor Campus monthly staff meetings which includes
drafting agendas and support materials for meetings, distribution of meeting minutes, reserving and set-up of room and equipment, follow-up on
outstanding items, catering etc.;
• Coordinate all aspects of the Windsor Campus monthly staff meetings from drafting the agenda and support material to recording minutes, reserving and set-up of room and equipment, following up on outstanding items
• Reserve additional rooms as required for delivery of program, confirm room reservations prior to use to ensure that reservation has not been changed;
• Arrange catering for all local sessions and meetings as required;
• Assist with the development of presentations and/or setting up various functions by assembling, photocopying and distributing;
• Assist the Management Team with professional faculty development which includes, but not limited to, preparing and sending all invitations to
faculty/preceptors, creating brochures/flyers for events, requesting CME credits, preparing evaluation forms, distribution, attendance, parking
arrangements, catering, summarizing of evaluations, creating CME attendance forms for distribution to workshop attendees ensuring all
documentation is complete, submit required documentation to the Continuing Professional Development contact in London for processing;
• Assist with the processing, tracking, access and distribution of Uwin ID for undergraduate students and maintain database of all critical student
information (i.e. student numbers, mailbox, lockers ;
• Administer key assignment database for faculty, staff and students;
• Populate and maintain online database for Schulich Windsor Campus
• Order office supplies for both medical education building and two hospital sites;
• Arrange quotes for new equipment purchases and monitor equipment to ensure that it is in good working order;
• Screen, sort and distribute incoming mail and prepare outgoing mail and courier packages;
• Provide administrative support to the Windsor Campus staff members including setting up and maintaining both hard copy and electronic files of
reports, minutes, miscellaneous correspondences and provide support to students when required;
• Work closely with Management Team to successfully deliver on various special pilot projects and major events (e.g. September Meet & Greet event, Discovery Week, Orientation Week, Anatomy & Health Care Day, IPE Day, Windsor Discovery Day, Annual Celebration of Excellence banquet) and arrange the setup of meetings and audiovisual equipment for other events which include but not limited to minutes, typing, faxing, photocopying, phone calls, follow-up and distribution of information;
• Assist in the collection and submission of required documentation for physicians wishing to apply or reapply for faculty appointments with Western
University.
• Facilitate the monthly turnover of trainee’s accommodations in Windsor.
• Assist with organizing meetings between faculty and students.
3. Finance
• Prepare and submit requisitionsfor payment of reimbursement for staff, faculty and trainees as required.
• Compile payroll on a monthly basis for preceptor stipends and submit completed monthly payroll to London for processing.
• Complete payment documentation for faculty leadership positions
• Reconcile preceptor payments on a monthly basis
• Prepare and submit payments for facilitators, standardized patients and proctors to the University of Windsor Accounts Payable Department;
• Process honorariums and other expenses claims as required.
• Process expense reports for the Associate Dean, Management Team, faculty and staff
• Prepare audit of Visa statements for Windsor Campus purchasing cards and submit with back-up to the Manager
Skills/Knowledge/Experience/Education required
Essential Qualifications
• Diploma in Office Administration or administrative experience as it relates to the duties of the position
• Experience working with an online financial system (e.g. UWinsite Finance)
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint), email (e.g. Outlook), electronic scheduling, database applications and website maintenance (e.g. Drupal 7)
• Familiarity with Windsor Hospitals and Medical Education
• Excellent multitasking skills with the ability to prioritize multiple projects, tasks and deadlines in a fast paced administrative environment. Excellent organization and problem-solving skills with the ability to meet deadlines
• High professional and ethical standards for handling confidential information, including the ability to use discretion, tact and diplomacy in all matters
• High degree of cultural sensitivity and the ability to work with a diverse student, staff and faculty population
• Experience in minute taking
• Excellent oral and written communication along with interpersonal skills
• Ability to work independently and in a team environment
• On occasion attend meetings/events as required at the local area hospitals
• Ability and willingness to work beyond the traditional workday and infrequently provide coverage on the weekends
If interested and qualified, please email resume to dolivito@impact-staffing.com