Administrative Assistant

Job Description

Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons. Job Title: Administrative Assistant, Advancement Staff Bargaining Unit Position Status: Permanent, Full-Time (35 hours/week) OSSTF Department: Strategic Advancement & Alumni Affairs Supervision Received: Director, Strategic Advancement & Alumni Affairs Location: Sault Ste. Marie, ON PRIMARY FUNCTIONS: A. Administrative Support 75% B. Communications Support 25% TOTAL 100% Reporting to the Director, Strategic Advancement & Alumni Affairs, the Administrative Assistant will provide support to the Director, and complete a variety of administrative duties in order to support the Department. This position requires a high level of organizational, communication, and administrative skills, and the ability to work independently, collaboratively, and as part of a team. RESPONSIBILITIES: Administrative Support (75%) Greet visitors, answer phones and inquiries, and re-direct individuals to appropriate parties. Support the Director in the budget tracking process for the Sault Ste. Marie, Brampton, and Timmins budgets; review budget summary, list accurate program budget input, contrast budget summary, review general ledger expenses, coordinate and oversee expense approvals, seek approval from the Director, and collaborate with the Finance team on budget-related matters. Assist in the maintenance of monitoring systems to track departmental priorities. Prepare authorization and travel claims, purchase orders, petty cash, mileage forms, and credit card reconciliation. Process invoices, expense reimbursements, and purchase orders. Support records management, including the creation of new project/initiative files, expiration of old files, and contribution to current files Collaborate with other administrative support staff to support departmental activities. Support the Director in the collection of data required to assist the Department of Strategic Advancement & Alumni Affairs. Coordinate and support the facilitation of department and donor meetings, retreats, and events in Sault Ste. Marie, including catering, room bookings, developing agendas, preparing handouts and packages of information, taking minutes, following up on all actions required from the meetings, mailings, media, ensuring AV equipment/IT supports are set up, honorariums, parking codes, communications, and promotions. Maintain confidentiality regarding all donor-related matters, concerns, and suitability review processes with the Director and Managers. Develop and maintain confidential filing systems (including donor and alumni files) and ensure they comply with Algoma University’s record-keeping policies. Manage the inventory and storage of program and event supplies, equipment, gifts, promotional materials, and signing-out of equipment. Support the department with the collection and synthesis of information, including a database of donors, and other records on customized databases (e.g. Raiser’s Edge), printing, photocopying, material distribution, and collection of forms. Collect all survey responses and acknowledgment forms. Complete errands as required to fulfill program goals/objectives (on and off-campus). Other duties, as assigned by the Director of Strategic Advancement & Alumni Affairs. B. Communications Support (25%) Develop event posters and other promotional materials for the department. Consult and liaise with department staff to develop content for events. Collect and coordinate updated information and online content for the Department of Strategic Advancement & Alumni Affairs. Assist in the creation of presentations and slide decks for Advancement projects. Liaise with the Marketing & Communications team to prepare information for the Department of Strategic Advancement & Alumni Affairs, the Alumni newsletter, and other internal and external materials. Monitor departmental email accounts. WORKING CONDITIONS: Physical Effort Minimal Activities involve light physical activity (e.g. extensive time spent sitting/keyboarding, and occasional requirement to lift boxes of minimal weight and/or assist with event setup Physical Environment Minimal Occasional exposure to mild unpleasant or disagreeable conditions Sensory Attention Moderate Frequent interruptions during detailed work concentration and data entry, demand for results, precise work, and accuracy, requirement to field requests simultaneously, balance competing priorities, and adhere to deadlines Mental Stress Moderate Work activities are performed in an environment with occasional exposure to one or more mental pressures; occasional requirement to work outside of regular hours for events MINIMUM QUALIFICATIONS Undergraduate degree or college diploma in any field, and a minimum of two (2) years of experience working in office administration, or an equivalent combination of education and experience, is required. Knowledge of, or direct experience in, the social service sector and/or knowledge and experience in a post-secondary setting, is considered an asset. Excellent interpersonal and written communication skills. Ability to take initiative and work with limited supervision. Excellent internet research skills. Excellent organizational, problem-solving, team-building, and electronic record-keeping skills. Understanding of, and ability to uphold, confidentiality. Ability to work effectively with people of diverse backgrounds, styles, and abilities. Excellent use of technology for collaboration. Salary Scale: $45,018 to $56,272 annually Please submit a resume and cover letter (combined PDF) to people.culture@algomau.ca no later than 4:00 p.m. on January 25, 2024. Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons). In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities. Job Type: Full-time Salary: $45,018.00-$56,272.00 per year Benefits: Dental care Extended health care Life insurance On-site parking Paid time off RRSP match Vision care Schedule: Monday to Friday Work Location: In person