Reporting to the Managing Director, the Administrative Assistant is responsible for the efficient operation of the Canadian Particle Astrophysics Research Centre (CPARC) office by providing confidential secretarial and administrative support for the Managing Director and liaising with the management and governance committees as required. The incumbent is also responsible for writing and preparing correspondence and reports; providing administrative support to numerous organizational committees, responding to requests for information and providing advice and direction, and performing administrative duties such as scheduling, coordinating special events, and assisting in the organizational web presence.
- Act as the first point of contact for CPARC and respond on behalf of the Managing Director or Scientific Director when appropriate. Respond to inquiries, researching and synthesizing answers to questions and solving administrative problems within guidelines.
- Evaluate and direct incoming communications, and determine to whom it should be directed to or handled personally. Refer complex problems to senior staff only when necessary. Recommend and participate in the implementation of revisions to administrative procedures.
- Perform administrative duties, such as scheduling, preparing meeting agendas, preparation of reports, PowerPoint presentations and business plans, ordering supplies, record keeping, and coordinating the Managing Director and Scientific Director travel arrangements, itineraries and processing travel reimbursements.
- Act as secretary to organizational committees, schedule and coordinate Committee meetings, advise the Managing Director, Scientific Director and Committee members of deadlines and other requirements, create and circulate agendas, draft correspondence as required, and record minutes.
- Coordinate the submission of the CPARC annual report, including collecting and synthesizing material from various institutions, faculty and personnel.
- Design, implement and manage filing system ensuring information is accurate and current.
- Compile, process and distribute information. Research and compile documentation and files to prepare the Managing Director with notes for meetings and appointments. Initiate and/or prepare administrative correspondence, reports, electronic communication, proposals etc. Provide access to data and disseminate information through the production of publications and report writing, including choosing formatting, content and production of publication as well as distributing to interested parties.
- Assist in maintaining the organizational website, social media, blogs etc. under direction provided by the Managing Director.
- Coordinate and administer special projects, events, meetings and conferences for the Organization by taking a lead role in organizing the logistics for delivery, which include ensuring rooms and materials are in place, registrations are complete if required, resources have been distributed to appropriate individuals, and arranging catering
- Undertake other duties as delegated in support of CPARC.
- Two-year post-secondary program combined with several years of related experience. Consideration will be given to an equivalent combination of education and experience.
- Previous experience in program and/or office administration.
- Previous experience in agenda development, minute taking and drafting minutes for meetings.
- Advanced computer knowledge, specifically of the Internet, Microsoft Office, including Outlook, Word, PowerPoint and Excel as well as database programs.
- Excellent organizational and planning abilities; well-developed written and verbal communication skills to effectively work with a diverse group of people. Must foster a climate of inclusion and be a team player.
- Excellent organizational and time management skills and the ability to work under pressure with multiple deadlines.
- Excellent interpersonal and communication skills, both oral and written.
- Ability to interact with a diverse range of people at all levels of the University with the highest professional standards of conduct.
- The ability to take initiative and to assess and establish priorities while working in an environment with multiple interruptions and strict deadlines.
- Incumbent must be able to work independently and collaboratively.
- Discretion in dealing with confidential and sensitive administrative (including financial and personnel) information.
- Knowledge of university structures including procedures and administrative systems considered an asset.
- Familiarity with the Web, including creating/administering social media (i.e. Twitter, Facebook, Blogs, Skype). Ability to learn new software packages as required.
- Knowledge of University policies and procedures.
- Ability to communicate in both official languages.
- Ability to work non-traditional hours to attend events periodically.
- Determine when and how to respond on behalf of the Managing Director. Determine when to redirect or forward issues to the Managing Director or the appropriate staff member and determine when to identify items requiring priority attention.
- Determine how to keep the Managing Director apprised of deadlines, matters of urgency, significant events and follow-up required on specific concerns.
- Set priorities and determine which project requires the most attention, within inflexible time constraints.
- Determine appropriate response to administrative inquiries and decide when new information calls for further action such as distribution or verification. If appropriate choose report format and decide who should receive it. Make decisions towards the scheduling and coordination of committee meetings.
- Determine how, when and to whom information should be distributed.
- Determine appropriate content for the CPARC website, social media, and blogs
- Make recommendations regarding office administration procedures; suggest and help implement changes.
- Make daily operations decisions and resolve administrative problems within guidelines as they arise, referring only highly unusual problems to more senior staff.