Administrative assistant to the chair #2024-0293

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Administrative Assistant to the Chair

Administrative Assistant to the Chair

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Office, Clerical and Technical
Ontario Secondary School Teachers’ Federation District 35- Technician/Administrative/Research/Agricultural

Administrative Assistant to the Chair Department of Geography, Environment & Geomatics

Temporary full-time from July 15, 2024 to January 30, 2026
Temporary absence of the regular incumbent
Hiring #: 2024-0293

Please read the Application Instructions before applying

The Administrative Assistant to the Chair (Admin Assistant) reports to the Chair of Geography, Environment & Geomatics (GEG) and is responsible for the efficient and timely operation of the administrative office which supports the Chair, faculty, staff and students in all of their endeavours. This involves multi-tasking, adherence to multiple deadlines, providing information to faculty, staff and students regarding all aspects of academic and administrative procedures and policies. The Department of Geography has 17 full time faculty, 1 full time support staff and 3 technician/IT technician staff. The department has approximately 450 full-time undergraduate students in it majors and a cadre of 60 graduate students. There are also, typically, a number of limited term post doctoral fellows and research associates associated with ongoing faculty research. Independent action with minimal supervision is important in accordance with the University, employee groups, and University and departmental policies and procedures.

Reporting to the Chair of Geography, Environment & Geomatics, the incumbent will be principally accountable for ensuring the efficient and timely operation of the GEG programs. In addition, the Admin Assistant provides support in financial management by preparing financial reports, maintaining records, overseeing departmental accounts, preparing budget forecasts and more. The Admin Assistant supervises 1 FTE USW employee and performs Human Resource management and supervision duties by entering and maintaining all staff and faculty appointments in HRER, reporting and tracking vacation, sick leave, hourly appointments, etc., and facilitating the hiring process for all new hires. The Admin Assistant also prepares and distributes all documentation relating to annual Tenure and Promotion meetings and provides additional training and support for faculty use of the Tenure and Promotion record-keeping system (e.g. UNIWeb). Administrative support to the Chair is provided by monitoring phone calls, daily calendar, minute taking, agenda preparation and other administrative support as required. The Admin Assistant maintains a close working relationship with the Dean’s Office, providing reporting on various departmental data and participating in college-wide administrative initiatives.

Requirements of the position include:

• 1 year Community college (undergraduate degree preferred) in Business Administration, Accounting or Human Resources Management or in a related field, and a minimum of twenty seven (27) months of administrative experience, or an equivalent combination of education and experience;
• Experience with financial management and human resources management is essential for this position
• Excellent communication skills and highly developed interpersonal skills with the ability to build strong working relationships
• Exceptional organizational skills planning skills with ability to meet deadlines and adapt to changing priorities
• Ability to act in professional manor with tact, diplomacy, and confidentiality
• Critical thinker and problem solver with the ability to apply analysis and professional judgement to solve complex issues
• Strong computer skills including Microsoft Office Suite (Excel, Word, PowerPoint, Outlook 365), and the ability to learn and adapt to specialized software systems at the University of Guelph (i.e. FRS, HRER, UniWeb)
• Experience working in higher education, or the public sector is an asset

(Covering) Position Number 296-013
Classification OSSTF/TARA, District 35 Salary Band 5*
Salary Range $26.72 - $29.84 per hour

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 2024 06 10
Closing Date: 2024 06 24

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