Administrative Assistant To The Chair

Department: Psychology
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
SuccessFactors: Career Opportunities (sapsf.com)

General Purpose

The Administrative Assistant to the Chair (Admin Assistant) reports to the Chair of Psychology and is responsible for the efficient and timely operation of the administrative office, which supports the Chair, faculty, staff, and students in all of their endeavours. This involves multi-tasking, adherence to multiple deadlines, providing information to faculty, staff, and students regarding all aspects of academic and administrative procedures and policies. The Psychology department offers 3 graduate programs (MA, MSc, PhD) over 4 fields of study and 2 collaborative programs as well as 4 undergraduate programs (BAH.PSYC, BAG.PSYC, Psychology Coop, BSc.NEUR). Independent action with minimal supervision is important in accordance with the University, employee groups, and departmental policies and procedures.

Duties and Responsibilities

The incumbent will be principally accountable for ensuring the efficient and timely operation of the PSYC programs. In addition, the Admin Assistant provides support in financial management by preparing financial reports, maintaining records, overseeing departmental accounts, preparing budget forecasts, and more. The Admin Assistant performs Human Resource management and supervision duties by entering and maintaining all student, staff, and faculty appointments in HRMS, reporting and tracking vacation, sick leave, hourly appointments, etc., and facilitating the hiring process for all new hires. The Admin Assistant also prepares and distributes all documentation relating to annual Tenure and Promotion meetings and provides additional training and support for faculty use of the Tenure and Promotion record-keeping system (e.g., UNIWeb). Administrative support to the Chair is provided by monitoring phone calls, daily calendar, minute taking, agenda preparation and other administrative support as required. The role maintains a close working relationship with the Dean’s Office, providing reporting on various departmental data and participating in college-wide administrative initiatives.

Requirements

• One year community college diploma in a related field
• Two to three (2 - 3) years administrative experience, or an equivalent combination of education and experience
• Strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), online meeting platforms (Zoom, MS Teams, etc)
• Knowledge of university systems (i.e. FRS, HRMS, UNIWeb, etc)
• Demonstrated ability to participate in, and lead, an effective team
• Strong organizational, communication, and writing skills
• Professional judgment, tact, diplomacy, and a high level of professionalism
• The ability to self-manage and work both pro-actively and responsively under tight timeframes and competing priorities
• Previous experience with financial management and human resource management are required

Employee Type: Regular
Position Number: 10294065
Classification: OSSTF/TARA, District 35 Salary: Band 5
OSSTF/TARA Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 11/05/2024
Close Date: 11/19/2024