Administrative Assistant to the Director

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Posting #:	OSSTF 03/2013
Posted:	Feb 13, 2013
Employment Status:	Term Full-Time (24 months with possibility of renewal)
Faculty:	Not Applicable
Department:	International Market Development/International Language Testing
Grade:	Job Group H
Salary Scale:	$36,763 - $50,997 per annum (effective May 1, 2012)
Hours of Work:	35 hours per week
Start:	ASAP

Job Summary

Reporting to the Director, International Market Development/International Language Testing, the Administrative Assistant will manage the day-to-day, short-term and long-term projects for the Director, communicating regularly with the Director, who may be travelling for up to 6 months of the year, via phone/Skype/messenger/email and in person. The core responsibilities of this position include:
• Liaison with internal and external stakeholders on behalf of the Director
• Acting as the first point of contact and assisting in the determination of office priorities and strategies; ensuring steady workflow of IMD/ILT staff; pivotal to ensuring the Director has a clear picture of the current status of all office matters
• Coordinating and maintaining all facets of the Director’s international and in-country travel schedule
• Communicating with Brock’s China offices, providing weekly job lists and reviewing weekly job summaries and ensuring invoices are correct and payment is made by Finance
• Providing financial support including: reconciliation of the Director’s travel and expenses, currency exchange information, working closely with Finance to sort out anomalies, preparing complex financial requisitions, correcting requisition of complex overseas cash expenditures, assisting with budget projections and reviews, monitoring budgets and expenditure accounts
• Preparing and coordinating delegations’ visits including: liaison with delegations; arranging and scheduling meetings, travel, accommodation, sightseeing, campus & city tours and preparation of visa letters
• Providing all Administrative responsibilities as requested by the Director

Qualifications

• Previous experience in an administrative support capacity, including coordinating travel and meeting schedules
• Excellent computer skills (word processing, spreadsheets, databases, graphic design, web page maintenance and CMS)
• DBBROCK/BEARS experience an asset
• Sensitivity to cultural/linguistic backgrounds of key stakeholders required
• Demonstrated organizational skills, problem solving ability and a strong attention to detail
• Proven ability to work as part of a team and independently with minimum supervision
• Excellent written communication skills, including proofreading ability
• Familiarity with the University system and student experience an asset

Notes

Applicants are invited to submit a resume and cover letter by applying online below by 4:30 p.m., Tuesday, February 26, 2013.

It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.

We appreciate all applications received; however, we will contact only those candidates selected for an interview.

Brock University is an equal opportunity employer.

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

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