Job Description
The Scheduling & Administrative Assistant is an integral role within the Department of Undergraduate Studies in Education, providing comprehensive operational support to the administrative team, faculty, contract lecturers and student body.
Responsibilities
Provide professional and knowledgeable administrative support to all staff, current and prospective students, faculty and contract lecturers;
Perform complex program scheduling and timetabling, course allocation, and room bookings associated with all USE programming;
Schedule up to 400 individual course section offerings each academic year, collaborating closely with the Chair and liaising directly with Enrolment Services to coordinate the intricate aspects of scheduling;
Coordinate the hiring processes, including preparing PTAs and offer letters, for up to 100 Contract Lecturers each academic year;
Provide administrative assistance to the Chair, including answering and/or directing student and community inquiries, correspondence and reports;
Accurately maintain highly detailed databases and organized electronic files with enrolment and program statistics;
Other related duties as required.
Qualifications
Post-secondary degree in office administration or a related field combined with 5+ years of closely related administrative experience in an academic setting reflecting increasing administrative responsibility. College or university setting preferred.
Advanced proficiency in Google Workspace, notably Sheets, Docs, and Forms, with a high degree of skill in managing large volumes of data in complex spreadsheets.
Highly developed interpersonal communication skills and the ability to confidently and appropriately direct emergent situations, such as students experiencing distress.
A high degree of professionalism, confidentiality and tact, working collaboratively with a large department and administrative team.
Ability to work under pressure and manage competing priorities and deadlines.
Experience working with internal university platforms such as Datatel, Concur, D2L and Curriculum Navigator an asset.
Understanding of the Ontario K-12 school system and the Ontario College of Teachers an asset.
Responsibilities
Provide professional and knowledgeable administrative support to all staff, current and prospective students, faculty and contract lecturers;
Perform complex program scheduling and timetabling, course allocation, and room bookings associated with all USE programming;
Schedule up to 400 individual course section offerings each academic year, collaborating closely with the Chair and liaising directly with Enrolment Services to coordinate the intricate aspects of scheduling;
Coordinate the hiring processes, including preparing PTAs and offer letters, for up to 100 Contract Lecturers each academic year;
Provide administrative assistance to the Chair, including answering and/or directing student and community inquiries, correspondence and reports;
Accurately maintain highly detailed databases and organized electronic files with enrolment and program statistics;
Other related duties as required.
Qualifications
Post-secondary degree in office administration or a related field combined with 5+ years of closely related administrative experience in an academic setting reflecting increasing administrative responsibility. College or university setting preferred.
Advanced proficiency in Google Workspace, notably Sheets, Docs, and Forms, with a high degree of skill in managing large volumes of data in complex spreadsheets.
Highly developed interpersonal communication skills and the ability to confidently and appropriately direct emergent situations, such as students experiencing distress.
A high degree of professionalism, confidentiality and tact, working collaboratively with a large department and administrative team.
Ability to work under pressure and manage competing priorities and deadlines.
Experience working with internal university platforms such as Datatel, Concur, D2L and Curriculum Navigator an asset.
Understanding of the Ontario K-12 school system and the Ontario College of Teachers an asset.
💡 Quick Summary
Seeking a career-building opportunity? The Scheduling & Administrative Assistant position is now open for candidates interested in the Admin Executive sector. This role in Thunder Bay offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
