Administrative Assistant

Under the supervision of the Dean, the Administrative Assistant is responsible for the efficient management of administrative and operational functioning of the Dean’s Cabinet as well as the Faculties (management of financial, human and physical resources). To that end, the Administrative Assistant is responsible for:

1. Efficiently coordinating the operations of the Dean’s Cabinet
2. Planning and administering the Faculties’ budget and internal funding
3. Coordinating physical and material resources
4. Advising the Dean in matters related to the organization of the Dean’s Cabinet and the Faculties
5. Acting as a resource person and liaison between the various administrative units and with external organizations

KEY RESPONSIBILITIES

1. Assisting the Dean in his/her duties (70%)

• Acts as the Faculties’ administrative and financial resource person and liaison between and amongst the Dean, teaching faculty and staff.
• Assists the Dean in carrying out special projects.
• Maintains the Dean’s appointment calendar, schedules meetings, records meeting requests.
• Tracks and implements actions related to full-time faculty contract deadlines, requests for membership in the Faculty of Graduate and Postdoctoral Studies, requests for promotion and sabbaticals, and others.
• Drafts requests for submission to the Council of Administration; prepares hiring requests for submission to the Council of Administration; prepares contracts for sessional lecturers and non-tenured faculty in accordance with University regulations.
• Contacts the group responsible for faculty job postings and provides follow-up.
• Organizes, coordinates and prepares relevant documentation for meetings of the Faculty Council. Schedules meetings of the Faculty Council.
• Plans and organizes the Dean’s committee meetings, including the Faculty Executive Committee, Faculty Council Meetings, Faculty Teaching Personnel Committee. For each meeting, ensures that all committee members receive complete and accurate documentation.
• Coordinates logistical support for the activities of the Faculties, and provides follow-up.
• Creates and maintains the Faculties’ staffing plans and shares them with the Vice-Rector, Academic and Research.
• Creates and maintains personnel files for all full-time and part-time professors and ensures that they are kept confidential.
• Manages the work-study program to ensure that the Faculties’ requirements are met.
• Provides logistical support for interviews of candidates for teaching positions; receives, processes and responds to applications; creates individual applicant files for use by the Selection Committee; and prepares rejection letters for unsuccessful candidates (first round), all in accordance with the guidelines established by the Selection Committee.
• Administers contracts (agreements) between the Faculties of Human Sciences and Philosophy and external organizations and agencies (regional and beyond); reviews agreements to ensure that they comply with the requirements of the University and the terms of its insurance policies.
• Translates outgoing correspondence from the Dean’s Cabinet.

2. Financial resources management (15%)

• Plans, creates, manages and updates the Faculties’ operating budget.
• Evaluates and authorizes current purchases and expenditures; oversees the equipment required to manage the departmental budget effectively; carries out budget-related collections and deposits.
• Prepares budget forecasts for the Dean’s review, and revises them as required.
• Reviews invoices submitted by independent suppliers and forwards them to Financial Services for payment, together with any required support material.
• Coordinates the various funds administered by the Faculties, including the faculty professional development fund and research chairs. Reviews monthly reports and informs the appropriate person(s) if corrections are needed.

3. Other related duties (15%)

• Prepares layouts of job postings for teaching positions to be advertised in the media.
• Welcomes new members of the teaching staff and provides them with information and background materials; in collaboration with Human Resources Services and Financial Services, plans and coordinates the smooth operation of the various integration mechanisms.
• Maintains a detailed inventory of the Faculties’ physical facilities, keys, furniture and equipment.
• Coordinates office moves, including any necessary repairs and maintenance, by full-time professors and administrative staff, in collaboration with the staff of the office of the Vice-Rector Academic, Campus Services, and Computer and Distance Learning Services.

QUALIFICATIONS AND EXPERIENCE

• BA in administration (or equivalent work experience).
• Experience in managing an executive office.
• At least one year’s experience in editing, proofreading and correcting texts in English and French.
• Familiarity with the University’s administrative policies and regulations.
• At least one year’s experience in budgetary planning.
• Experience in supervising activities and/or personnel.
• Knowledge of Word, PowerPoint, Excel, email, Internet Explorer, and Adobe Acrobat software.

ESSENTIAL QUALIFICATIONS

• Fully bilingual (English and French, spoken and written).
• Excellent interpersonal skills.
• Ability and willingness to respond to emergencies.
• Ability to work in a team environment.
• Ability to work under pressure.
• Initiative, autonomy, strong organizational skills.
• Keen sense of customer service.
• Sense of responsibility, good judgment, tact and discretion.