Saint Mary’s University

Duties as the Administrative Assistant include, but are not limited to:

• Responsible for the direct supervision of the Secretary II; assigning tasks and/or delegating responsibility and monitoring performance and provides day-to-day and periodic performance feedback.
• Initiating disciplinary action; recommending and justifying discharge where warranted.
• Providing administrative support to the department; including maintaining a logical filing system; transactional records; business continuity plans; and budget correspondence, as well as other confidential documents, including collective bargaining material, discipline/grievance documentation and work disruption plans.
• Providing counsel to support staff concerning sick leave and lateness and coordinating records to support staff sick leave, overtime and vacation and reconciling with HR.
• Eliciting content for the departmental website; maintaining and updating departmental website.
• Assisting in the preparation of reports, including statistical, budget and annual reports. 
• Coordinating travel arrangements, including booking of travel and lodging and maintaining records of travel.
• Preparing and submitting payment for approval and payment of confidential services such as those associated with Shared Services, consulting contracts, and some committees.
• Providing advice and assistance with the implementation and maintenance of best practices and emerging technologies for communication procedures for all ITSS units including voicemails, email, telephone assistance, internet and storage of documents whether written or electronic. Seeking out and coordinating training programs for ITSS team members related to this area.
• Providing basic services (e.g. mail, reception, etc.) in a backup support for the Secretary II as required.
• Providing confidential secretarial and other clerical assistance to the Senior Director, ITSS and as required to other department staff for the preparation of documents, presentation and spreadsheet.
• Composing and proofreading various documents and correspondence for the Senior Director, including preparation of diagrams and presentations and conducting research to assist in the preparation of reports, internal and external (e.g. conference) presentation.
• Assisting the Senior Director, ITSS with the management of their calendar by coordinating meeting requests, booking meetings and proactively resolving conflicts.
• Ensuring electronic and hard copy confidential files are maintained in a safe and secure environment and access to files are limited to those with appropriate access privileges.
• Maintaining a master list of all confidential files, noting all relevant action and follow-up dates related to contractual obligations therein and advising appropriate University official of these pending dates.
• Coordinating meetings for various committees attended, supported or chaired by the Senior Director, ITSS.
• Acting as the recording secretary for committees as assigned by the Senior Director, ITSS.
• Assisting the Senior Director, ITSS and managers with packages of resource material for assigned committees.
• Ensuring required resource material for assigned committees is distributed in a timely fashion, including minutes.
• Assisting the Senior Director, ITSS with the management of meeting schedules, with a view to being proactive to upcoming meetings. Communicating the schedule of standing committees.
• Monitoring assigned budget lines for ITSS including office supplies, printing and duplicating and storage costs.
• Reviewing, consolidating and providing analysis on budget submissions for ITSS and specials projects.
• Developing and maintaining detailed spreadsheets of the department's budget and special projects budgets.
• Based on ITSS requests, developing reports to assist in the admin of the ITSS budget and special projects.
• Monitoring monthly budget statements; making recommendations to the Senior Director on variances.

To be the successful Administrative Assistant you will possess a minimum two (2) year community college diploma in business or a related discipline combined with three (3) years' of directly related experience. You demonstrate strong professional judgement and discretion; excellent oral and professional written communication skills and strong analytical skills. As an expert in Microsoft Office applications with a strong eye for details combined with exemplary organizational skills will round out your qualifications. Assets to this position include knowledge of business writing; previous experience in a university environment and accounting knowledge, Banner experience and supervisory experience in a unionized environment an asset

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: June 5, 2018 Competition Closes: June 18, 2018

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's University promotes a scent free environment and is proud to be tobacco-free as of September 1, 2013