Administrative Assistant
Tracking Code: req800
Faculty/Department: Faculty of Health Sciences
Number of Positions: 1
Appointment Type: Limited Term,
Hours of Work: hours per week
Salary Range: Hourly rate - $25.40/hour
Posting Date: August 24, 2023
Closing Date: September 6, 2023
Job Summary: The successful candidate will join a team of professionals in the Institute for Disability and Rehabilitation Research (IDRR) and will be dedicated to supporting the Director and Management in striving for excellence. The Administrative Assistant exercises judgment and independence to provide complex administrative support services to senior professional personnel, including coordinating and maintaining written and/or electronic calendar/schedules for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; social media and website maintenance; coordinating, organizing or planning meetings/events; ensuring efficient operation of the office; organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.
Nature of work:
This position reports to the Research Administration Officer and Director and will work closely with faculty and staff, including the existing staff of the IDRR working towards their mandate.
Responsibilities/accountabilities:
- Provide front-line administrative assistance;
- Support the Director (calendar, meetings, appointments, travel etc.);
- Attend/arrange and take minutes at meetings called by the Director and Research Administrator
- Maintain electronic and paper files for the Director;
- Provide administrative support to orientations, workshops and other programs;
- Manage assets and inventory;
- Assist in the planning and preparation of special events;
- Website and Social Media Maintenance;
- Photocopying/scanning documents;
- Provide routine correspondence, reports, etc. as required;
- Provide support in the preparation and submission of materials for presentations, publications, and grants
Required Skills:
- Advanced skills in Microsoft Office and web applications;
- Experience in producing reports;
- Experience with CIHR Common CV
- Ability to organize multiple tasks in order of priority
- Excellent organizational and time management skills
- Excellent interpersonal and customer service skills
- Excellent verbal and written communications skills
- Comprehensive knowledge of health care, organizational/office practices, procedures and standards
- Ability to produce high quality work in accordance with University standards
- Ability to maintain confidentiality
- Ability to work well under pressure and use good judgment in assessing difficult situations
- Demonstrated ability in collecting, maintaining and disseminating detailed information;
Required Education:
- Completion of a 1-year post-secondary education or equivalent of education and experience
- Verification of Academic credentials may be required
Required Experience:
- At least 1-3 years of related administrative experience, preferably in a university/research setting or experience working as a research assistant;
- Worked in an environment where one must maintain confidential information;
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until September 6, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.
Job Location: Oshawa, Ontario, Canada
Expected Start Date: 9/4/2023
Expected End Date: 6/21/2024
$ads={1}