Administrative Assistant, Goodman School of Business

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara. Brock has been ranked #3 as Canada’s Best Employers and top 10 as one of Canada’s Best Employers for Diversity compiled by Forbes and Statista. We are an inclusive, welcoming community that offers a wide range of unique career opportunities.

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Post End Date:

February 7, 2025 at 11:59 PM

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

Please note: This is a fixed-term contract set to conclude in March 2026.

About the Role: 

Reporting to the Department Chair, OBHREE, the Administrative Assistant provides a wide range of administrative, planning, program and financial support to ensure efficient day-to-day and annual operation of the department. The incumbent functions as the information resource person and liaison between faculty, staff, students and other university units.

The Administrative Assistant will: 

• Respond to daily walk-in, telephone, e-mail inquiries from prospective and current students, faculty, and staff;
• Provide administrative support to the department Chair, informing Chair of daily administration of Department, alerting to issues and upcoming deadlines;
• Provide administrative support to the department faculty and staff, such as preparing materials, communicating deadlines, and assisting with computing services (email account and password setup), and technical support (report printer/copier problems to IT);
• Coordinate meetings/conference calls, including all preparation, organization, logistic, communication, and accommodation responsibilities;
• Maintain accurate and complete filing systems of all departmental material, activities, and records;
• Process job postings for Instructors, and Marker-Graders, and advertise positions on job boards;
• Provide administrative support for the recruitment process of new Faculty hires; gather and compile applications and all correspondence for Recruiting Committee review, interview set up and coordination, provide resume/cover letter materials to Dean/Associate Dean’s office prior to interviews, arrange for candidate travel and accommodations;
• Liaise with various University and external departments, on a national and international scale, including guest speakers from Canada, the United States, and abroad;
• Enter contracts/timesheets into Workday for faculty overload;
• Review and process expense reports for department activities, including creating purchase requisitions, and processing other financial items and tasks;
• Create teaching schedules, indicating courses offered, locations, and instructors;
• Obtain course outline from Instructors and coordinate distribution to Graduate Programs office;
• Coordinate midterm and final exams; responsible for all preparation, staffing, scheduling, logistics, communication, and properly preparing and delivering materials, etc.;
• Enter course data into Scheduling System;
• Coordinate the course evaluation process, and prepare and distribute course evaluation packages;
• Coordinate and facilitate the smooth operation of conferences, symposiums, and special events, liaising with various internal and external support services.

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 or the equivalent combination of education and experience;
• Administrative support experience, preferably in a University environment;
• General administrative knowledge, including time management and meeting documentation and, organization;
• Knowledge of University, Faculty, and department policies and procedures, and Brock Graduate Program Calendar;
• Solid understanding of academic programs and course sequencing;
• Demonstrated experience with scheduling;
• Strong computer competency including Microsoft Office and web applications, Outlook, Workday, Adobe Acrobat, scheduling systems, and DB BROCK;
• Knowledge about publisher software for compiling tests and exams;
• Knowledge of records management and privacy requirements and best practices;
• Excellent written, proofreading skills, verbal, listening, and interpersonal communication skills, including the ability to exercise tact, discretion, and confidentiality;
• Ability to interact with persons from diverse backgrounds;
• Strong customer service skills, and ability to resolve conflicts in a calming demeanor;
• Strong initiative and ability to function as a self-starter, and effective working on a team;
• Excellent attention to detail with a high degree of accuracy;
• Sound judgment in responding to questions and serving as a resource person for the department;
• Strong organizational skills with the ability to multi-task and prioritize to meet deadlines;
• Adaptable when working in a fast-paced, high-pressure environment, with the ability to anticipate unforeseen issues and proactively manage problems as they arise.

Salary and Total Rewards: 

• Job Grade OSSTF Level H, Salary Scale ($41,619 – $57,735);
• This is a fixed term contract that includes benefits.

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 talent@brocku.ca 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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