Administrative Assistant

Purpose:
The Faculty of Liberal Arts and Professional Studies (LA&PS) is the largest Faculty at York University with over 23,000 undergraduate and graduate students, and almost 100 programs delivered through 24 Departments, Schools and Colleges. York University is known for championing new ways of thinking that drive excellence in promoting and enhancing student success. Through innovative course design, diverse experiential education and learning opportunities, and a supportive community environment, our students receive the education they need to create big ideas that have an impact on the world. Reporting to the Manager, Operations & Student Services, the Administrative Assistant is responsible for providing support to the Undergraduate Program Director (UPD), the Chair/Director, administers the academic processes of contract faculty (CUPE Unit 1, 2 or CUPE-E) hiring and the Academic Resource Management System (ARMS), and provides backup support for Tenure and Promotion, Faculty Recruitment, Program and Course Support.The Administrative Assistant will support the vision, mission, values and strategic direction of the Faculty of Liberal Arts & Professional Studies and York University, and contribute to a positive, supportive, and student-focused team environment of high performance, respect, trust, collaboration, and continuous improvement. embraces diversity and fosters inclusion.

Education:
College Certificate in Office Administration or equivalent (e.g. one year of related University courses)

Experience:
3 years of experience in an academic School/Department, supporting academic processes. Some contract faculty hiring and academic resources administration experience is required. Experience providing administrative support to a senior leader, full time faculty recruitment, and tenure and promotion is an asset.

Skills:
Knowledge of academic administration processes (contract faculty hiring and knowledge of full-time faculty recruitment, tenure and promotions).

Ability to coordinate committee meetings, take minutes and synthesize information into action.

Knowledge of degree and program requirements.

Excellent oral communication skills to elicit information and answer enquiries. dealing courteously and effectively with people. tact and diplomacy is essential.

Excellent written communication skills.

Exercising good judgment and initiative and maintaining strict confidentiality.

Ability to work independently and effectively as part of a team.

Demonstrated attention to detail and accuracy.

Excellent organizational skills. ability to work well under pressure of high volume and multiple task deadlines.

Demonstrated skill/ability in word-processing (intermediate MS Word). spreadsheets (intermediate MS Excel). electronic calendar/scheduling software and email (i.e. MS Outlook). Student Information System (SIS) and Academic Resources Management System (ARMS). Course Equipment Order (CEO) system.

Typing 40-50 w.p.m.. accuracy is essential.

Demonstrated good record of attendance and punctuality.

Additional Notes:
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview. 

If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to view and apply for jobs, you must apply through the Employee Career Portal - YU Hire to be considered an internal applicant.

As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. This is referred to as the 'Posted Date' on the job posting. Please refer to the 'Posting Intent' on the job posting.