Administrative Support 4 (Gr8)

Staff - Union CUPE 2950 CUPE 2950 Salaried - Administrative Support 4 (Gr8) Administrative Support 4 (Gr8) Administrative Support | School of Information $4,739.00 - $5,102.00 CAD Monthly January 21, 2025

• Maintains and updates all committee lists and faculty administration responsibilities. Distributes lists on a timely basis.
• Organizes Faculty Meetings, takes and distributes minutes.
• Responsible for various listservs: emeriti, adjuncts and any others as requested and replies to email communication ensuring that everyone receives accurate and up to date information.

Human Resources Administration

• Processes appointments for Adjunct Professors, Sessionals, Visitors, and Postdoctoral Fellows.
• Prepares and maintains documentation and files on new faculty positions, periodic reviews, promotion and tenure, and study leaves for faculty members. Sends out requests for referee letters and follows up accordingly; photocopies candidates materials and schedules meetings with various departments. Liaises with prospective candidates, making travel arrangements and hotel accommodations.
• Prepares student appointment information
• Maintains appointment spreadsheets and other data for Accreditation and External Review Processes.
• Prepares recruitment advertisements for Faculty and Sessional appointments,
• Liaises with Faculty Relations and/or Human Resources departments.

Event Administration

• Responsible for organizing all major events in the iSchool (annual Awards Gala, graduation, etc.), working independently and to a pre-set budget.
• Works with external agencies to ensure success of events and promotions.
• Expected to attend all events and work late 4-6 times (approx.) per year.
• Arranges all annual meetings (retreat and planning meeting).
• Works cooperatively with Information Assistant to ensure all events are catered and locations booked.

Finance Administration

• Responsible for semi-monthly hourly payroll.
• Accurately gathers, organizes and summarizes financial information and applies generally accepted accounting principles.
• Provides financial reconciliation on all grants including research grants. Monitors for discrepancies and errors.
• Advises faculty of remaining balances, recommends solutions to problems.
• Handles student travel awards (gathering applications, notifying winners, etc.)
• Provides back up to the Finance Clerk on all payments for the School and for faculty.
• Maintains information in database(s) as requested.
• Petty cash custodian.

Other duties as required.

Consequence of Error/Judgement
This position is an important channel of communication between the Director, faculty, students and external departments and agencies, requiring tact and diplomacy. The impact of poor decision making could result in the dissemination of incorrect
information and have a very negative impact on all parties and the School's reputation.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Experience with Workday preferred. Effective oral and written communication, interpersonal and organizational skills. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise tact, discretion, judgement, and diplomacy. Ability to effectively use MS Office and other standard software at an intermediate level. Ability to effectively use spreadsheet, database and scheduling applications at an advanced level. Ability to take and prepare accurate meeting minutes. Ability to compose complex correspondence and reports. Ability to maintain accuracy and attention to detail.Ability to work effectively independently and in a team environment.