Administrative Assistant- job career Canada

Job Title: Administrative Assistant to the Chair & Information Officer (Pay Band 10)- TERM
 Faculty / Division: Faculty of Medicine
Department: Physical Therapy
 Deadline: July. 25th. 2013 at 11:59:59pm

Campus: St. George (downtown Toronto)  Schedule: Full-time
Pay Scale Group and Hiring Rate: 10 -- $55,336 with an annual step progression to a maximum of $70,764.Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Percentage of FTE: 100 
Job Field: Administration
 Requisition ID: 1300748
Travel: Limited
Notes: This is a one year term position.
Employee Group: United Steelworkers (USW)
Appointment Type: Budget - Term
Description
: Under minimal supervision, coordinates and executes the administrative functions necessary to ensure the efficient and effective operation of the Department of Physical Therapy’s Chair’s Office. The incumbent serves as an information source and the first point of contact and primary liaison between the Department’s Chairs Office and University community, including various University departments and external Department of Physical Therapy partners.

Provides complete, confidential, senior secretarial and administrative services to the Chair and Department, by editing and typing complex correspondence, screening calls, answering queries, arranging appointments, travel and social functions on own initiative, maintaining follow-up files, collecting and organizing background documents and ensuring matters are brought to the attention of the Chair as required in order to meet deadlines and commitments.

Maintains complex records and confidential information, prepares statistical reports and materials for analyses and departmental use. Co-ordinates, gathers and interprets information for dissemination to department faculty, administration and other University departments and external partners. Provides direction for office and department improvements. Assists with drafting and implementing department policies and administrative procedures. In collaboration with the Business Manager, appraises and improves workflow procedures that relate to Chair’s Office and the department. Liaises with various Physical Therapy partners both internal and external to the department, provides accurate and relevant information to community partners and University offices as requested.

Qualifications: (Minimum)

Education:
University degree required, and experience in administrative functions in a leadership position preferred or equivalent combination of education and experience.

Experience:
Minimum three years’ experience in an administrative and leadership capacity, with demonstrated progression of responsibility. Experience in a University environment and knowledge of University policies and procedures is preferred. Demonstrated experience in managing and coordinating a complex, executive level appointment calendar and coordinating travel arrangements. Experience coordinating events and committee meetings, compiling notes, and preparing minutes. Experience drafting, editing and preparing a variety of written documents (letters, newsletters, annual reports, etc). Previous experience with database, systems development, implementation and report analysis. Knowledge of academic appointment and promotion processes is an asset. Knowledge of financial administration is an asset.

Skills:
Excellent keyboarding skills (70wpm). Experience with MS Office (Excel, Microsoft Word, Access, PowerPoint); working with PC’s in a Microsoft Window’s environment; Web-site development and/or maintenance preferred excellent communication strategies. Familiarity with research policies and CIHR grant procedures and web-site.

Other:
Strong organizational skills. Demonstrates accuracy, exercises extensive good judgment and initiative, tact, excellent written and oral communication skills, flexibility, personal commitment to responsiveness and strong problem solving skills. Innovative, team player and demonstrated integrity.. Ability to multi-task accurately and efficiently under pressure and tight-deadlines. Experience dealing with highly sensitive and confidential matters, with tact and discretion.
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