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The School of Mathematical and Computational (SMCS) and Department of Physics require an Administrative Assistant to provide a wide variety of reception and support services for students and faculty in both units. The successful applicant will report directly to the Associate Dean of SMCS and the Chair of the Physics Department.

RESPONSIBILITIES:

• Represent the programs as the initial point of personal and telephone contact with the public, faculty, students, and staff
• General office administration to assist faculty and students 
• Respond to a variety of student inquiries and requests
• Receive and distribute incoming mail 
• Prepare outgoing mail and couriers’ packages 
• Scan and upload documents and maintain electronic storage of documents
• Create and maintain word documents and spreadsheets
• Maintain the administrative filing systems and mailing lists
• Responsible for maintaining inventory of office supplies 
• Maintain on-line calendars, arrange appointments, schedule meetings, book rooms, and confirm appointments
• Provide assistance for the workshops, events, travel arrangements and/or accommodation reservations, and ordering food 
• Organize and disseminate student opinion of teaching surveys
• Coordinate and record minutes of meetings and meeting follow up
• Other duties as may be required

QUALIFICATIONS:

• Grade 12 graduation and successful completion of a two-year post-secondary program in a related office program, or an equivalent combination of training and experience
• Experience working in an academic environment, taking meeting minutes, and completing forms for hiring and financial processes would be considered an asset
• Knowledge of Student Opinion of Teaching Survey (SOTS) processes would be considered an asset
• Excellent knowledge and skills in word processing, email, internet searching, and spreadsheets (Microsoft Office Suite, Google Docs, and Gmail)
• Strong interpersonal, organizational and communication skills, oral and written
• Must be able to work independently and as part of a team
• Must be able to prioritize tasks in a fast-paced multi-tasking environment
• Experience in handling changing priorities
• Ability to interact with faculty, staff, and students in a professional and courteous manner
• Experience working with international students or in multicultural environments would be an asset
• Ability to maintain confidentiality