Administrative Assistant, Graduate Studies Office Apply Online!

Reporting to the Manager, Research and Graduate Studies Administration, the Administrative Assistant’s primary role is to provide administrative support to the Graduate Studies Office. This includes responsibilities relating to the support to the graduate studies programs.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsibilities

Tasks may include, but are not limited to the following:

• Supports the Manager, Research and Graduate Studies Administration including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Monitors and provides standard responses to emails received in the central email accounts for the Graduate Studies Office, liaising with team members per internal office procedures; directs emails to the Graduate Studies Coordinator, Manager, Research and Graduate Studies Administration, and Assistant Dean, Graduate Studies as appropriate.
• Supports the review and approval processes for Graduate Studies policies, procedures, handbooks, and forms.
• Prepares, edits and proofreads correspondence, reports, presentations, promotional materials, and other required material/documentation. Prepares graphs, charts, spreadsheets, and schedules.
• Schedules meetings, books rooms, and organizes video/teleconferences for office or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agendas, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
• Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, ensuring adequate inventory of supplies for office and general clerical duties.
• Using approved NOSM University standard procedures, develops, updates and maintains electronic files, which are often highly confidential, in order to retrieve information using knowledge of filing systems.

Unit Specific Responsibilities

• Supports the office members by making travel arrangements, preparing reimbursements, and maintaining calendar logistics.
• Reconciles expenses, advising on policies and procedures, and obtains approval signatures per internal office procedures.
• Assists with procurement by sourcing information for purchase, completing forms, obtaining approvals, ordering and reconciling expenses.
• Assists with maintenance of the Graduate Studies website and intranet, and oversees access to internal GSO intranet and documentation.
• Provides administrative support for events and workshops (i.e. Graduate Studies’ Workshop).
• Maintains related graduate studies databases, and generates reports as requested, including for accreditation purposes.
• Assists with graduate student award applications, adjudication processes and notice of decision letters.
• Assists with the updating of related operational activity tracking tools for the Graduate Studies Office.
• Prepares formal communications with Graduate Studies faculty and graduate students.
• Distributes course delivery and development contracts to stipendiary faculty.
• Review graduate student theses for compliance with thesis formatting requirements.
• Performs other duties as required.

Qualifications

Education

• A post-secondary diploma in Office Administration, Business Administration or other administrative-related discipline from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• Minimum of one (1) year of related experience is required
• Experience in the post-secondary education environment
• Understanding of policies related to graduate studies
• Ability to adapt to new technology
• Proficient in Microsoft Office programs
• Knowledge of Sharepoint
• Experience with database entry and spreadsheet management
• Use discretion and maintain confidentiality
• Strong writing, editing, and proofreading skills
• Demonstrated experience recording and transcribing formal and/or informal minutes
• Demonstrated time management skills
• Ability to respond quickly in a dynamic and changing environment
• Ability to work individually as well as part of a team
• Superior customer service and strong interpersonal skills
• Knowledge of the Occupational Health & Safety Act and Regulations

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset

Working Conditions

• Extended periods of sitting
• Interaction with employees, management, and the public at large
• Working in a busy office environment with frequent interruptions
• Occasional overtime and travel