Archived listing. The details below describe a past opening.
Mandate
The Administrative Assistant supports the smooth and efficient functioning of the University Communications and Marketing (UCAM) team and office by managing director(s) schedules, coordinating communications, and facilitating administrative and financial operations. The role acts as a point of contact between the director(s)/leadership team and other university staff, faculty, and external partners. Building and maintaining positive relationships is crucial.
The position is responsible for coordinating departmental financial administration processes, maintaining budget tracking and reporting systems, and providing administrative support that enables informed operational and financial decision-making by department leadership.
This position works collaboratively with other UCAM staff to ensure absence coverage. This role is supervised by the Administrative Manager. An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code.
Objectives
- Provide comprehensive administrative support to UCAM director(s) and the leadership team, ensuring efficient coordination of priorities, communications and departmental activities.
- Coordinate departmental financial administration processes to support informed decision-making by department leadership.
- Serves as primary departmental contact for internal and external stakeholders, fostering effective communication and positive working relationships on behalf of the department.
Requirements
This position requires a level of education, training and experience equivalent to completion of secondary education supplemented by administrative support training, office administration or business administration coursework and a minimum of 3 years of progressively responsible administrative experience supporting senior leaders within a complex organization An equivalent combination of education, training and experience may be considered.
Knowledge, Skills, And Abilities
- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Excellent verbal and written communication skills, with the ability to communicate effectively with a diverse range of internal and external stakeholders.
- Strong organizational, planning and time-management skills, with the ability to manage multiple priorities, coordinate activities and meet competing deadlines.
- Demonstrated numerical and analytical skills, including the ability to maintain financial records, reconcile accounts, monitor expenditures and prepare financial information and reports.
- Advanced proficiency with Microsoft applications, particularly Outlook, Word, Excel, PowerPoint and SharePoint, and the ability to learn and effectively use new software and systems.
- Strong attention to detail and accuracy in documentation, records management, financial tracking and information management.
- Ability to research, compile, analyze and summarize information.
- Ability to interpret and apply policies, procedures, administrative guidelines and financial processes with accuracy and sound judgment.
- Strong interpersonal and relationship-building skills, with demonstrated commitment to providing professional and responsive service.
- Ability to identify opportunities for process improvement and recommend solutions that enhance operational efficiency, accuracy and service quality.
