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Academic Administrative Assistant
Department: 
Vice-President Academic

ACADEMIC ADMINISTRATIVE ASSISTANT

POSITION PROFILE

Reporting to the Vice President Academic and Dean (VPAD), the Academic Administrative Assistant is primarily responsible for providing administrative support to all academic staff and academic programs. This includes departmental event coordination, website updates as they pertain to faculty members and academic programs, and new media support.

Why St. Jerome’s University?

At. St. Jerome’s University, we embrace and celebrate the philosophy of educating the whole person – intellectually, physically, emotionally, and spiritually. Our commitment to academic excellence and to the integration of knowledge, research, and experiential learning allows us to inspire learning and discovery not only in our students but also in those with whom we interact. We foster a respectful, inclusive community that is centered on the wellbeing of our students and the promotion of the common good.

How will you contribute as the Academic Administrative Assistant?

  • You understand how your role contributes to the overall success of students, staff, and faculty at St. Jerome’s University
  • You are adept at working as part of a team
  • You can take the lead when necessary
  • You have a passion for providing support and working with others

    As a successful Academic Administrative Assistant, you possess:

  • Post-Secondary Education, 1-3 years of related experience
  • Proficiency with software programs, in particular Microsoft Office Suite
  • Strong organizational, communication, and interpersonal skills
  • Excellent attention to detail
  • Ability to manage and process confidential and sensitive material in a professional manner
  • Demonstrated initiative and independent management of work with minimal supervision
  • Previous experience organizing events is preferred
  • Excellent time management and proven ability to manage multiple time-sensitive priorities

The Way We Work & Live

Employees have opportunities to participate in our community, work within cross-organizational teams, demonstrate their commitment to learning and development, and contribute to the University’s mission. As a federated university with the University of Waterloo, St. Jerome’s University employees, just like our students, enjoy the advantages of a small community while have the opportunity to participate and contribute to the greater community.

Read more about St. Jerome’s University’s mission and vision here: Mission, Vision, and History

To Apply: Please send your resume to sjuhr@uwaterloo.ca by Wednesday, September 18, 2019.

The University respects, appreciates and encourages diversity. Applications from all qualified individuals are encouraged.

 

FULL JOB DESCRIPTION

Position Title:   Academic Administrative Assistant

Department:   Office of the Vice President Academic and Dean

Reports To:   Vice President Academic and Dean

Salary Schedule:  A ($46,115 - $56,238)

Date Created:   September 2019
 
General Accountability
 
Reporting to the Vice President Academic and Dean (VPAD), the Academic Administrative Assistant is primarily responsible for providing administrative support to all academic staff and academic programs. This includes departmental event coordination, website updates as they pertain to faculty members and academic programs, and new media support. 
 
Nature and Scope
 
St. Jerome's University provides a culture and environment for employees that endeavours to promote the mission of the University. Employees contribute to the larger institutional goals and conduct themselves in a manner that fosters the prevailing sense of collegiality among faculty, staff and students.
 
The Academic Administrative Assistant is familiar with, complies with, and, at all times, promotes the university’s policies and directives related to the academic operations of the university. Specifically, the Academic Administrative Assistant provides effective support to academic programs, individual faculty members, and all events undertaken by academic staff members and departments. This position also works collaboratively with relevant campus academic leaders and staff at the University of Waterloo. 
 
Specific Accountabilities:
 
Administrative Support 

Responds to administrative requests from full-time academic staff and contract academic staff 

Reviews academic staff expense reports, and acts as a general resource to academic staff by providing direction and information on financial and administrative processes as required 

Provides administrative support to academic departments and programs 

Provides additional targeted support to two programs that are unique and housed at St. Jerome’s University, namely, the Department of Sexuality, Marriage, and Family Studies, and the Master of Catholic Thought Program 

Attends the Arts Graduate Affairs Group meetings on behalf of St. Jerome’s University 

Coordinates with Waterloo’s New Media services on behalf of academic staff 

Acts as back-up to the University reception desk 
 
Website Support

Under the direction of the VPAD, coordinates and implements updates to St. Jerome’s University website pages that pertain to academic departments, programs, events, and academic staff biographies

  
Event Support

Coordinates and implements event plans related to the academic portfolio (e.g., SJU Reading Series, SMF Welcome Back and Research Symposium, Academic Departmental Lectures, and other similar items) 

Documents processes and lessons learned for use in future years 

Collaborates as appropriate with the coordinator of University events and communications 
 
 
Working Conditions

Works University’s core hours 

Regular office environment including utilization of various mediums of communication including digital and print materials, telephone and email 

May work other than traditional work day including evening and weekends 

Periodic lifting and carrying of parcels or deliveries 

Active involvement in committees and teams as required to accomplish departmental and institutional objectives
 
Minimum Qualifications Required

Post-Secondary Education, 1-3 years of related experience 

Proficiency with software programs, in particular Microsoft Office Suite 

Strong organizational, communication, and interpersonal skills 

Excellent attention to detail 

Ability to manage and process confidential and sensitive material in a professional manner 

Demonstrated initiative and independent management of work with minimal supervision 

Previous experience organizing events is preferred 

Excellent time management and proven ability to manage multiple time-sensitive priorities

Last Submission Date: 
Wednesday, 18 Sep, 2019