Administrative Management Assistant

We are looking to fill an immediate position at the University of Windsor, and ideally looking for someone who self-identifies as black as per request. The Administrative Assistant to the Director of the Black Studies Institute (BSI) provides administrative support to the Director and members of BSI to ensure the smooth operation of BSI and support the ability of BSI to deliver on its mandate.
#Administrative Support

• Acts as the primary contact for and provides support for all administrative matters concerning BSI;
• Represents BSI as the first level of contact and provides frontline reception by greeting and directing visitors, answering telephone calls, receiving and distributing email/mail, responding to inquiries and providing information and guidance as required;
• Monitors and maintains office supplies, equipment, subscriptions, sponsorships, and memberships on behalf of BSI;
• Maintains the Director’s calendar, scheduling appointments and meetings, preparing and circulating agendas and meeting materials, recording and distributing minutes, coordinating logistics for meetings, conference registration, and arranging travel and accommodations as required;
• Assists the Director with record keeping, information gathering and/or file maintenance for activities pertaining to other organizations and/or associations of which the Director is a member;
• Prepares, proofreads, and edits correspondence, reports, documents, and presentations for the Director;
• Maintains and updates the BSI website, social media accounts, and assists with the development and dissemination of monthly BSI newsletter;
• Assists with planning and coordination of media releases and media requests;

# Financial Administration

• Serves and the main point of contact for BSI financial matters and supports the administration of BSI operating, grant, and trust accounts, including reconciliation of monthly financial statements, submission of journal entries and purchasing requisitions, issuing and payment of invoices, and preparation of documents for signature by the Director, keeping the Director apprised of all budgetary matters;
• Liaises with the Office of Research and Innovation Services (ORIS), Research Finance, and other relevant departments to support the establishment of grant accounts and management of BSI research funding;
• Research Administration
• Assists the Director, BSI members, and community partners in identifying and communicating opportunities for, compiling information to support the development of, and liaising with ORIS to submit funding proposals;.
• Tracks and flags any internal and/or external deadlines for the Director of BSI and/or affiliated grant funded projects with BSI, including agency progress reporting, etc.
• Liaises with ORIS to coordinate the development, review, and signing of contracts, agreements, and memoranda of understanding with BSI industry and community partners;
• Supports administrative activities related to BSI grants;

# Workshop, Conference, Event Planning/Co-Ordination

• Schedules, organizes, and coordinates logistics for BSI events, including workshops, seminars, conferences, BSI member retreats, community meetings, and special events hosted by BSI in consultation with the Director;
• Assists the Director/Chair in proactive work planning;
• Attends BSI events and programs to assist Director(s) as required;

Diploma in office administration or related field and/or administrative experience as it relates to the duties of the position

• Ability to interpret and apply program guidelines and policies in relation to grant funding.
• Demonstrated proficiency with software including, database administration and MS Office (Word, Excel, PowerPoint, TEAMS)
• Excellent organizational and problem-solving skills, with the ability to prioritize and work with minimal supervision.
• Excellent interpersonal skills, including the ability to interact well with students, staff, faculty, and external stakeholders as well as being attentive to the diversity of lived-experiences and needs.
• Experience with website maintenance

Undergraduate University Degree
~Familiarity with the structure, governance, faculty, and administrative units of the University of Windsor