Administrative Assistant, Faculty of Law
Thompson Rivers University
Kamloops, BC, Canada
33d ago

DUTIES

The Faculty Administrative Assistant is an essential administrative support position working under the direction of the Dean of Law.

The position acts as a member of the Faculty’s management team and participates in Faculty initiatives, organizes resources, analyzes confidential data (often sensitive in nature) and develops, manages and coordinates projects as assigned.

The Faculty Administrative Assistant manages atypical and routine, recurring or annual administrative tasks, scheduling appropriate timelines, monitoring progress and reporting to the Dean.

The Faculty Administrative Assistant works with the Dean, Associate Dean and Assistant Dean to facilitate the organized and timely completion of various reports and projects and actioning, maintaining and reviewing various management systems evaluation, budget preparation, and recruitment

MAJOR RESPONSIBILITIES

Provide confidential administrative support to the Dean (including managing confidential schedules, documents and emails), as well as the Associate Dean, and Assistant Dean when necessary, preparing meeting materials, agenda and meeting minutes.

Provides basic administrative support to the Faculty of Law Professors where appropriate.

Supervisory Responsibilities :

In the absence of the Assistant Dean, the Administrative Assistant will supervise and coordinate secretarial and other administrative staff within the Faculty.

The Administrative Assistant supervises all Work Study Students, and assigns tasks based on Faculty needs. The Assistant will ensure terms and conditions of collective agreements are administered correctly and are consistent with administrative policies and regulations in the supervision of Work Study Students, and when supervising other administrative staff within the Faculty.

Financial Management :

Working with the Dean, Associate Dean, and Assistant Dean will oversee annual Operating Budget and Capital Budget requests by assembling and circulating pre-

  • planning data and documents; soliciting specific budget proposals (as needed); circulating budget information packages prior to meetings (as needed);
  • ensuring University Policy and TriCouncil guidelines are being met when processing expenditure claims through both Faculty budget and individual Research Grants, and is the first point of contact between Finance and the Faculty when particular questions arise.

    Under the direction of the Dean, Associate Dean, and Assistant Dean, assists in the analysis, development, implementation and maintenance of cost effective equipment maintenance, inventory and logistic systems to support programs when necessary.

    Is the main point of contact for the processing of all PSAs and Web-Requisitions, and maintains a good knowledge of the financial database used within the University, so as to provide information to Faculty and staff when needed.

    Human Resources Management :

    Under the direction of the Dean, Associate Dean, and Assistant Dean, schedules timelines for the various steps in the summative evaluation system, organize a record of various individual responsibilities with respect to the evaluation of each faculty member in the Faculty needing summative evaluation.

    Organizes a schedule of questionnaire administration, classroom visits and other data gathering and administers questionnaires to classes.

    Manages, organizes, and maintains all sensitive evaluation data; ensures proper evaluation record keeping in the Faculty Office.

    Assembles the quantitative and qualitative data and route the data to the appropriate parties and monitor completion of the various steps in the faculty evaluation process.

    Coordinates and participates in (when applicable), the hiring process for Faculty and CUPE staff within the Faculty. Provides the Dean, Associate Dean, and Assistant Dean with advice on the Collective Agreements concerning day-

    to-day operational activities such as the hiring process, performance reviews, leaves and other daily activities. Coordinates the hiring of all Research Assistants and Teaching Assistants within the Faculty.

    Under the direction of the Dean, the Administrative Assistant manages the hiring of all Sessional Faculty in conjunction with HR, and ensures that policy and procedures are followed.

    Information systems and reporting :

    Monitors the completion of Exam Request Forms by faculty and liaises with the Registrar’s Office to ensure completion. Assists in the managing of various information systems such as section size printouts, stable enrollment date enrollment reports, workload planning form data and provides feedback based on data analysis to the Dean, Associate Dean, and Assistant Dean.

    Assembles and creates reports for the use of the Dean, Associate Dean, and Assistant Dean. Coordinates the preparation and final presentation of calendar material and other official documents.

    Updates and maintains the Law exam software and aids in troubleshooting problems in coordination with IT; approves ASAR requests, and maintains the SharePoint Websites relating to the Faculty of Law.

    Project development :

    Provides leadership, management and coordination as assigned, including interface between the Dean, Associate Dean, and Assistant Dean, groups and committees to meet project goals, deadlines and deliverables within the Faculty.

    Ensures the Faculty of Law website is current and accurate.

    EDUCATION

  • Post-Secondary Bachelor’s Degree in related field
  • EXPERIENCE

  • Three to five years related administrative experience at a similar level, preferably with law background and in a post-
  • secondary environment, with demonstrated examples of project and financial management

    SKILLS & KNOWLEDGE

  • Demonstrated ability to work independently, tactfully and discreetly under pressure, with a diverse range of people from the senior administrative level to students, faculty and staff as well as a wide range of external contacts
  • Effective interpersonal and communication skills, both oral and written, in a confidential environment
  • Advanced computer knowledge with a high level of understanding of Microsoft Word, Excel, PowerPoint, Access, and web management systems
  • Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact : ability to deal with difficult situations appropriately
  • Ability to exercise considerable independent action, based on good judgement
  • Ability to project manage and coordinate committees
  • Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
  • Ability to maintain attention to detail in a research and teaching environment
  • Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment
  • Ability to take detailed minutes of meetings and prepare summaries
  • Ability to prepare reports on a diverse array of matters for internal use and to submit to external parties
  • Ability to track budget and prepare summary financial reports
  • Please Note : If you are selected for interview, External Candidates will be required to bring a copy of their transcripts to the interview

    Organizational Unit

    Thompson Rivers University ->

    Faculty of Law

    Diversity and Inclusion Commitment :

    Thompson Rivers University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Aboriginal people, persons with disabilities and persons of any sexual orientation or gender identity.

    Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

    NOTE : To learn more about living in Kamloops and Thompson Rivers University please visit our Web Site. Living in Kamloops and working at the TRU

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