The Office of Vice-President Academic & Research is seeking applications from qualified individuals for a full-time term Administrative Assistant to support the activities and services of the Office. The work involves a wide variety of tasks that are deadline driven, require strict attention to detail, and are of a confidential nature. This position reports to the Strategic Research Initiatives Manager and will work closely with ORS staff, the Risk Manager, Synapse, and Research Accounting. 

RESPONSIBILITIES:

• Provide front office reception to a variety of clients including students, staff, faculty and visitors
• Receive, track, process and distribute documents such as correspondence, compliance applications, internal and external grant applications & awards, research contracts and agreements, account opening & modification requests, travel awards and travel claims
• Review, identify and obtain missing information from documents that will be used to generate institutional research funding reports
• Use existing relational database (Process Pathways Romeo) system to create and modify records; accurately enter data and upload pertinent documentation
• Receive, track, and distribute various documents requiring signatures or awaiting completion; follow up with appropriate parties as necessary
• Prepare and review account opening information to ensure completeness prior to sending to Accounting
• Organize meetings or other events; including, book rooms, order refreshments and supplies, communicate with attendees, track attendance, make travel arrangements, complete travel claims, prepare itineraries, take minutes, and disseminate information
• Provide backup to the VP Academic & Research Administrative Assistant; and other duties as required

QUALIFICATIONS:

• Grade 12 plus successful completion of a recognized post-secondary program in office studies or office administration
• Minimum three years’ work experience in an administrative assistant role
• Must have expertise with relation databases and common software programs including Word, Excel, Power Point, Gmail and Google Apps
• Experience with Process Pathways Romeo Database is considered an asset
• Demonstrated abilities to work as part of a team
• Demonstrated communication (written and oral) and customer service skills
• Ability to pay strict attention to detail, maintain confidentiality, work to deadlines, as well as organize and prioritize workload
• Familiarity with the university environment, policies, procedures and financial system; possession of additional training in an area specific to research administration would be considered an asset