Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $22.78 to $31.18 per hour ($41,459.60 to $56,747.60 per annum)

Expected Start Date January 5, 2027

840 hours worked

For more information please contact: Janice Lane - [email protected]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- Completion of High School or an equivalent program of studies in advanced office skills required.
- An acceptable equivalent combination of education and experience will be considered.

EXPERIENCE:

- Three years related experience, preferably with some experience in a university environment, is required.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Excellent keyboarding skills required.
- Intermediate skills in Office 365 apps, including Word, Excel, Outlook, Forms, Teams required.
- Must have excellent communication skills, both verbal and written.
- Excellent organizational skills are required, including planning and tracking multiple tasks simultaneously while prioritizing deadlines.
- Attention to detail and accuracy in work is required.
- Must have initiative and be self-motivated.
- Ability to work effectively in a busy setting with regular interruptions is required.
- Ability to work both independently and as a member of a team to meet unit goals and objectives is required.
- Ability to establish and maintain a good working relationship with faculty, support staff, students, and the public required.
- Demonstrated ability to foster a customer focused environment with a genuine interest in helping students required.
- Ability to exercise discretion, judgement,



professionalism and maintain confidentiality required.
- Satisfactory work record, including satisfactory attendance and punctuality required.

OTHER JOB RELATED QUALIFICATIONS:

- Knowledge of University policies and procedures an asset.
- Knowledge of Concur and EPIC systems used for travel and purchasing an asset.

Key responsibilities

- Act as general receptionist and serves as the first point of contact for visitors (both internal and external to the university) to the Office of the Dean.
- Answer the general Faculty telephone line, responding to questions and redirecting calls appropriately.
- Provide administrative assistance to the Associate Dean of Undergraduate Programs as required.This includes: Event coordination and meeting arrangements (room, catering, audio/visual, document preparation and dissemination.
- Communicate on behalf of the Associate Dean when requested.
- Provide administrative assistance to the Deans Office staff.
- Assist the Events & Recruitment Coordinator with the arrangements of meetings, annual workshops, and Faculty functions (receptions, retreats, etc.) that occur throughout the academic year, as requested.
- Act as a back-up to the Executive Assistant as required.This may include:
- Attending meetings and acting as recording secretary.




- Overseeing the Dean’s and Associate Dean’s (Research and Graduate Programs) calendars, including scheduling meetings and coordinating meeting logistics (venue, catering, a/v, meeting materials, etc.).
- Assist with the preparation of travel claims when requested.
- Prepare thank you letters for all fundraising donations that are received on a weekly basis by the Faculty for the Dean’s signature.
- Responsible for all the email moderation requests and updating the email lists (adding//deleting employees).
- Facilitate bookings for numerous Engineering conference rooms including the Allen A. Borger Room for Central Administration and the staff lounge.
- Facilitate event bookings for faculty held classrooms using university scheduling system (Astra)
- Order and maintain a stock of office supplies for the Dean’s Office.
- Expedite all courier deliveries to and from the Dean’s Office on a daily basis, as well as distributing and sending mail (both internal and external).
- Responsible for the ordering of name badges for new employees (works in consultation with two HR Officers).
- Responsible for signage order lists, and submitting the signage orders to the sign company, following up to ensure all signage is correctly installed.
- Oversee the maintenance of the office photocopier.
- Maintain a $200 petty cash float.
- Responsible for the ordering of cell phones and Dean’s Office desk phones.
- Collaborate with EA to schedule and coordinate annual TA workshop on behalf of Associate Dean (Research and Graduate Programs). This includes registration,

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