Administrative Assistant to the Bob Gaglardi School of Business and Economics

• Schedules tasks, deadlines and milestones for all project stakeholders and administers and monitors resources related to assigned projects on a day-to-day basis, including tracking project budgets in collaboration with the Academic and Administrative Coordinator; monitors and reports on the progress of projects to the Academic and Administrative Coordinator.

• Performs secretarial duties such as receiving and screening incoming calls and materials, prioritizing items, word processing a variety of correspondence, contracts and agreements.

• Prepares requisitions for purchasing.

• Schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings.

• Prepares and tracks all HR requisitions.

• Liaises with staff from the HR and Finance Departments for clarification and strategies related to personnel and payroll issues. Disperses new hire paperwork as needed.

• Participates on hiring panels for co-op students.

• Orients and trains new staff and directs work of staff and/or co-op students.

• Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.

• Responsible for ensuring and coordinating all print and online internal and external TRU Gaglardi communications, including within the TRU community, and with local, provincial, national and international audiences.

• Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters and contract/grant issues.

• Researches, recommends and produces reports, statistics, newsletters, spreadsheets and charts. Participates in the development of project policies and procedures.

• Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and assists in coordinating events and activities, collects fees as required.

• Acts as liaison between TRU Gaglardi faculty and staff and external agencies, clients and/or contractors.

• Receives, stamps, sorts and distributes mail; maintains office supplies inventory.

• Develops TRU Gaglardi web content.

• Maintains the TRU Gaglardi website.

EDUCATION

• Undergraduate degree in a related discipline

EXPERIENCE

• Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partners
• Demonstrated ability to use MS-Office (Word, Excel, and PowerPoint) applications at an intermediate to advanced skill level
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Demonstrated ability to use web development and content management applications
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action
• Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
• Ability to maintain attention to detail in a research environment
• Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time; general office conditions