ADMINISTRATIVE ASSISTANT, RECRUITMENT, TENURE AND

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Administrative Assistant, Recruitment, Tenure and Promotion

JD0601

The successful candidate will provide Faculty Relations support to the Department of Psychiatry and Behavioural Neurosciences.  The position will be responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty and performing a full range of administrative duties for the Department. The candidate serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures.

This role is for a 22 month term with the Department of Psychiatry & Behavioural Neurosciences.

Job Summary:

Responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty and performing a full range of administrative duties for a Faculty or School. Serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures. Carries out a variety of administrative tasks requiring considerable discretion and the communication of confidential information.

Key Responsibilities:

• Coordinate the submission of information and documentation required to initiate and conclude various recruitment, tenure and promotion processes.
• Review candidate documentation and prepare recommendations for review by others.
• Plan, coordinate, and schedule interviews and arrange travel and hotel accommodations for candidates.
• Adhere to University guidelines and policies when compiling information required for the recruitment, reappointment, or promotion of faculty.
• Gather, compile, and review candidate documents and follow up, as needed, with candidates for more information.
• Gather, compile, and summarize information from a variety of sources such as candidate reviews.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established departmental policies and procedures.
• Plan and coordinate a variety of events and activities.
• Coordinate the calendars of others, arrange meetings, room bookings, travel arrangements and conference registrations.
• Identify and resolve scheduling conflicts that arise.
• Write and edit a variety of documents such as correspondence, agendas, and meeting minutes.
• Identify and recommend changes to established administrative processes.
• Implement changes to established procedures and processes.
• Facilitate the collection of signatures required for a variety of documents.
• Gather, compile, and summarize information from a variety of sources and documents and prepare reports for review by others.
• Generate a variety of ad-hoc reports and analyze and summarize data for review by others.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Verify, update, and maintain information in a variety of databases and spreadsheets.
• Provide policy and process information to others.
• Set up and maintain filing systems, both electronic and hard copy.
• Attend and participate in meetings.
• Maintain and safeguard the confidentiality of information.

Qualifications:

• 2 year Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience

Assets:

• Ability to work independently and in a team environment
• Superior organizational skills
• Excellent communication skills, both written and verbal