Administrative Assistant, McEwen School of Architecture

Position No.: JOBPOST-

Salary: $ 30.72 - $ 35.22 per hour

Competition ends: Tuesday, October 6th at 4:30 pm

Reporting to the Business Manager, Faculty of Science, Engineering and Architecture, the Administrative Assistant provides comprehensive administrative support to the McEwen School of Architecture, serving as the primary point of reception, information dissemination, and day-to-day operational continuity for the Director, program coordinators, technologists, and faculty members.

The Administrative Assistant independently handles recurring administrative deadlines, confidential matters, monitors budgets, supports student scholarship and teaching assistant processes, and assists with course scheduling, accreditation, and governance tasks. Additionally, the incumbent serves as a vital source of procedural and institutional continuity by orienting incoming term Directors to annual operational cycles, critical timelines, and collective agreement compliance obligations to protect the School and the University from procedural errors or operational delays.

Administrative Coordination Support

- Ensures seamless leadership transitions by orienting new Directors, maintaining organizational continuity, and preserving key institutional knowledge year-over-year.
- Receives and distributes information in collaboration with the other administrative assistant, responding to various internal and external requests, and collaborating with internal and external stakeholders
- Liaises information between the McEwen School of Architecture, the Canadian Architecture Certification Board (CACB) Advisory Committee, and other internal and external stakeholders as required.




- Maintains an updated list of cross appointees, adjunct professors, and graduate supervision accreditation, and notifies the Director of upcoming renewals or expirations.
- Provides assistance in the coordination of various projects including curriculum committees and graduate committees.
- Assists with organizing meetings (collection of meeting discussion items, distribution of meeting agendas, recording and preparing minutes for electronic distribution) and making reservations for various projects including School Council, curriculum committees, graduate committees, and outreach events.
- Assists the Director in information management including contact lists for students in each undergraduate and graduate program, graduate program supervisors, and recruitment.
- Ensures content accuracy of the School’s landing pages on the university website, updates content where possible, communicates required updates for all Laurentian-hosted websites pertaining to the School, and ensures required updates to School pages in Content Management System (CMS) and Course Information Repository (CIR).
- Posts announcements and other news items on the School’s social media sites, and coordinates with Communications & Digital Strategy as needed.
- Assists with student recruitment and retention activities including high school outreach in consultation with Liaison.




- Maintains office equipment, paper and electronic filing systems, university email accounts, and personal LUNET pages (maintaining, protecting, and controlling access).
- Monitors transactions, requisitions, purchase orders (P.O.’s), ensuring payment of invoices, tracking and reporting on various budgets, a purchase card (P-Card), petty cash, and external supplier accounts, checking for correctness, accuracy, safekeeping, confidentiality, and security in compliance with institutional policies and regulations, and signalling issues to the Director and the Dean’s office.
- Assists other Schools in the Faculty of Science, Engineering, & Architecture when necessary.
- Assists the Director in the scheduling and updates of course timetables and workloads, and prepares staffing files in Excel to be submitted to the Dean’s office.
- Collects required information from responsible faculty members for student field trips within prescribed deadlines, books necessary travel and accommodation arrangements, and informs the Dean’s office of costs to be collected via student fees.
- Assigns instructors to courses taught each term as part of their regular load in the Faculty Assignment (FASC) form under HR in Ellucian, and assigns technologists to the laboratory sections of those courses.
- Assigns instructors to non-instructional activities that are part of their regular workloads in each term—such as credits for directorship, sabbatical leaves, and program coordination—in the Faculty Assignment Other Activities (FAOA) form under HR in Ellucian.
- Coordinated part time teaching contracts and extra teaching pay, following union rules to make sure all class

📌 Administrative Assistant, McEwen School of Architecture (Northeastern Ontario)
🏢 Laurentian University
📍 Northeastern Ontario