Administrative Assistant
Job Description
Purpose:
The Administrative Assistant role provides administrative and secretarial support to the Associate Dean, Curriculum and Pedagogy, in the Office of the Dean, for projects and coordination of processes including, event planning and committee support.The role also provides backup support to the other staff in the Office of Dean during the absences and provides reception coverage, as required.
Education:
Community college diploma with programs in office administration or an equivalent of two (2) years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.
Experience:
Two (2) years’ providing administrative support to a senior leader. Recent-related administrative experience including event planning, scheduling administrative processes, composing and preparing materials, supporting the work of committees, scheduling and organizing meetings, handling governance and academic processes including tenure and promotion, supporting student issues and explaining academic policies including changing majors, degree programs and academic honesty process. Good accounting skills and sufficient knowledge of the accounting systems including recording financial transactions and preparing financial forms.
Skills:
Competency using the following software packages: MS Word (advanced level), MS Excel (intermediate level). MS Access (intermediate level). MS PowerPoint (basic level).
Typing 50 wpm, accuracy and attention to detail essential.
Advanced knowledge of Windows and file management and electronic mail as well as advanced knowledge of Doodle as a tool for event planning.
Academic Resource Management System (ARMS) or similar system (intermediate level).
Adobe In Design CS6 (Basic), R25 Room Booking Database (intermediate level).
Basic knowledge of Smart Buy.
Strong knowledge and understanding of academic policies and procedures.
Demonstrated experience in using Internet and the ability to navigate web resources.
Experience with electronic student information and content management systems.
Expert ability to take and transcribe accurate meeting minutes.
Demonstrated ability to elicit and provide accurate information in a clear and concise manner.
Effective interpersonal and public relations skills including active listening.
Attending accurately to detail.
Effective problem-solving skills with sound judgment in analyzing and evaluating situations.
Good written communication skills including ability to draft letters using concise business English.
Ability to source and summarize information.
Exercising initiative.
Ability to deal courteously, tactfully, and effectively with a diversity of people.
Ability to maintain confidentiality.
Superior organizational skills to simultaneously handle conflicting priorities, proven ability to prioritize and meet strict overlapping deadlines.
Ability to work effectively under pressure of high volume and interruptions.
Working effectively independently and ability to work effectively within a team environment.
Embracing change and possessing ability to quickly learn as well as apply new computer applications.
Additional Notes:
This position requires the candidate to produce a verification of degree(s), credentials(s) or equivalencies from accredited institutions and/or international equivalents at the time of interview.
If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to view and apply for jobs, you must apply through the Employee Career Portal – YU Hire to be considered an internal applicant.
As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. This is referred to as the ‘Posted Date’ on the job posting. Please refer to the ‘Posting Intent’ on the job posting.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.
We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal – YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
