Position Job Title: Academic Administrative Assistant
Location: Niagara Falls, Ontario, Canada (Hybrid)
Reports To: Academic Manager
Overview
The University of Niagara Falls Canada (UNF) is an innovative and digitally oriented institution that prepares graduates for leadership in a digital world.
Academic programs are aligned to meet the demands of business and industry, providing students with the skills and knowledge needed now and for the future.
UNF’s vision is to offer innovative education and research for a digital world.
Primary Purpose
Reporting to the Academic Manager the Academic Administrative Assistant will be responsible for providing administrative support for UNF academic programs. Plans and coordinates a variety of academic programs or department events and activities and will support the Associate Deans on the development, submission and monitoring of their annual program operational budget. Will support HR in the coordination of interviews or other recruitment activities on behalf of the Associate Dean’s.
Serves as a primary resource regarding administrative issues for all academic procedures. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.
Specific Responsibilities
The Academic Administrative Assistant will be responsible for the following:
- Coordinate the submission of information and documentation to HR required to initiate and conclude various recruitment, probationary review, orientation, and promotion activities.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests
- Compile course information and work with the Registrar’s Office to update course calendar information
- Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
- Inform faculty of established procedures for exam preparation and grade submissions.
- Ensure that proper procedures are followed, and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Monitor and order office supplies.
- Set up and maintain filing systems, both electronic and hard copy.
- Classify, sort, and file correspondence, records, and other documents.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
- Assemble, copy, collate, and disseminate a variety of documents and materials.
- Open and distribute incoming mail and faxes.
- Prepare outgoing mail, faxes, and courier shipments.
- Maintain the confidentiality of student records and documents.
- May be required to work evenings and weekends to support the University Operations.
- Other duties as assigned.
Position Requirements
To be successful in the Academic Administrative Assistant role, an individual must possess, and be committed to developing, maintaining, and demonstrating the following:
Competencies:
- Excellent written and verbal communication skills.
- Ability to exercise mature judgment, diplomacy and discretion, and to maintain confidentiality.
- Ability to build and maintain strong partnerships and bonds across internal teams and external partners.
- Ability to multi-task, while staying flexible and highly organized; Deadline-driven.
- A strong commitment to the mission of the University.
Education and Experience:
- Post Secondary Degree/Diploma in Office Administration or a related field of study.
- Minimum of 3 years of experience within office administration.
- Experience in post-secondary education is preferred.
- Proficient in Microsoft Office Suits (Word, Excel, PowerPoint), Zoom, and Brightspace (LMS).
Use of AI Disclosure
University of Niagara Falls Canada (UNF), UNF is committed to a fair and transparent recruitment process. While AI tools assist us in identifying and communicating with candidates, applications are reviewed by our dedicated Talent Acquisition team to ensure a thorough evaluation of all candidates.
We value diversity and strive to create an inclusive environment where all individuals have an equal opportunity to succeed. We comply with all relevant laws and regulations in Ontario and adhere to the highest standards of ethical hiring. We are committed to protecting your personal information and ensuring that all data collected during the recruitment process is handled with the highest level of confidentiality.
Diversity and Inclusivity Statement
University of Niagara Falls Canada (UNF) is strongly committed to equity, diversity, and inclusivity within its community and especially welcomes applications from racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.
University of Niagara Falls Canada recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care, and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, UNF will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.
If you require any accommodations at any point during the application and hiring process, please contact jobs@unfc.ca.
We appreciate all applications received; however, only candidates selected for an interview will be contacted.