Academic Administrative Assistant – Appendix D

This is a temporary, full time support staff position replacing a bargaining unit employee. This position will start as soon as possible and end May 1, 2023 (or until the incumbent returns), working 35 hours per week at an hourly rate of $25.63, reporting to the Dean, School of Health & Community Services & Creative Design.

Specific Accountabilities:

• Provides support to the Dean and day-to-day support for faculty and staff within the School;
• Acts as front line resource person for inquiries by visitors, students, faculty and staff;
• Handles a variety of office administration duties: maintains departmental computer drive; telephone switchboard; typing; faxing; distribution of incoming/outgoing mail; office supplies; maintenance of current contact lists; files and records; and organizes/arranges meetings;
• Maintains record keeping system for department, eg. course outlines; departmental projects; grades; correspondence; departmental or divisional procedures;
• Tracks and monitors transfer credit applications for the department;
• Tracks, monitors and works with course leads to assure that all courses have leads and course outlines are being updated in COMMS;
• Assists dean in tracking, monitoring, replying and organizing incoming emails;
• Verifies and submits the associate faculty and part-time support staff payroll, as directed;
• Takes minutes and coordinates activities related to various program advisory boards, and other meetings as required; communicates with internal/external PAC members;
• Helps assess need for Work Study and EBAT students. Requests, guides and advises as required;
• Assists the LInC with the SPL process tracking faculty members, as directed;
• Supports the institutional Academic Integrity process;
• Other duties as assigned.

Qualifications:

• Ontario College Office Administration Diploma;
• Three or more years experience in providing administrative support to a senior level manager with practical work experience in customer service and office administration using computers as a key tool in managing various responsibilities;
• Demonstrated experience in coordinating meetings, taking minutes and following up on actions items;
• Demonstrated professionalism and ability to handle confidential and sensitive material with tact and diplomacy, exercise discretion and judgement at all times;
• Aware of the importance of and displays skill in providing timely and exemplary customer service to internal and external customers;
• Excellent communication (oral and written) skills to interact effectively with staff, students and the public are all essential;
• Strong organizational and time management skills including the ability to set priorities and meet deadlines;
• Excellent computer skills with a demonstrated knowledge of Microsoft Office products;
• Highly organized, multi-task oriented with a strong aptitude for detail and accuracy;
• Exceptional critical thinking skills to effectively troubleshoot or solve problems effectively;
• Experience with Ellucian/Colleague, WebAdvisor and myLambton or similar platforms is an asset;
• A collaborative team player who takes personal accountability to deliver on what is expected in your role and you strive for excellence every day;
• Comfortable working in a digital environment and you are committed to using technology to create an exceptional student experience;
• Enthusiastic, positive, welcoming and most importantly, student-centred.

Lambton College is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise the interview coordinator of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.

We thank all applicants for their interest and wish to advise that only those candidates selected for an interview will be contacted.