Administrative Assistant, Faculty of Education

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Post End Date:

March 13, 2025 at 11:59 PM

This job advertisement is to fill an existing vacancy in the OSSTF (Employee Group)

About the Role:

The Administrative Assistant is responsible for providing day-to-day administrative support to the Associate Deans, including coordinating schedules, deliverables and activities. The incumbent further supports financial processes, academic integrity processes, and key portfolios and events related to both AD offices. 

The Administrative Assistant will:

• Coordinate deliverables and track deadlines in relation to new and in-progress work, projects, assignments and priorities;
• Liaise with members of Brock community for up-to-date information; gather, consolidate, and distribute information on critical dates for activities within the University and the Faculty of Education;
• Maintain electronic calendars for the Associate Deans;
• Coordinate meetings, preparing agendas and support materials, taking minutes where requested and following up on matters;
• Make travel, accommodation, and dining arrangements for the Associate Deans and visiting partners;
• Provide administrative support including composing, formatting, word processing and proofreading correspondence and other documents, photocopying and scanning, printing;
• Develop spreadsheets and databases;
• Create, maintain and update Academic Integrity and Appeals files;
• Develop and maintain office and archiving systems (MS Teams, SharePoint, OneDrive, Maxient, OneNote, Workday), with a focus on setting up drives to support efficient, effective, and accurate electronic document storage;
• Provide reception duties for the Office of the Associate Dean, answering queries received face-to-face, via telephone, and via email;
• Monitor and track expenditures, generate reports, and keep the Associate Deans informed of the status of the budget; attend budget meetings with ADs/budget officer;
• Prepare financial transactions such as purchase orders, cheque requisitions, expense reports, deposits, and transfers including the Brock Education Journal expense reports;
• Prepare contracts for research assistants;
• Monitor, assist and track budget related to international field placement experiences, and exchanges housed by the AD offices (i.e. placement office, graduate field experience, etc.); 
• Assist with organization of recruitment, orientation, and other events;

Please note: This position is required to work on campus.

Key Skills and Experience:

• Post-secondary courses including computer applications, office administration or related courses. The equivalent combination of education and experience would be considered.
• Experience in a reception or administrative support role;
• Solid computer competency with Microsoft Office suite, including spreadsheets (Excel), word processing, scheduling, data base and the ability to use Brock Systems (Brock DB, Workday, Maxient, MS Teams, SharePoint, Brightspace, etc.);
• Knowledge of budgeting processes and budget management;
• Accurate data entry, data retrieval, filing skills and record management;
• Promotes and embodies inclusivity and respect within the workplace and the broader community;
• Excellent interpersonal skills to communicate effectively with various audiences, including international partners;
• Ability to exercise tact and discretion, and maintain strict confidentiality requirements;
• Ability to establish priorities, organize own work, and work with minimal supervision;
• Excellent judgment, initiative, and problem-solving skills;
• Strong organizational skills to coordinate deliverables and track project work and deadlines;
• Sound judgment in responding to questions and serving as a resource person for the Faculty;
• Adaptable when working in a fast-paced, high-pressure environment, with the ability to anticipate unforeseen issues and proactively manage problems as they arise. 

Preferred or Asset Skills:

• Experience in a post-secondary environment.

Salary and Total Rewards:

• Job Grade OSSTF H, Salary Scale ($41,619-$57,735);
• This position includes full comprehensive benefits including tuition waiver.

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and:

• Salary is therefore determined by the OSSTF Collective agreement. *
• New members shall be placed on the salary grid at the entry level. *
• It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact [email protected] if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

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