Purpose:
The Administrative Assistant to the Chair (Admin. Asst. to the Chair) supports the Chair and the Operations Manager in various administrative matters including facilitating the day-to-day operations of the Office of the Chair/School within the policies and procedures of the Faculty and the University. The role supports activities such as the academic appointment process and Tenure and Promotion process. The role is also responsible for providing support to departmental committees and for providing support with the coordination of conferences/seminars/events. Under the direction of the Operations Manager, the Admin. Asst. to the Chair will also act as the primary resource for the maintenance of space, facilities, and equipment inventory. The Administrative Assistant to the Chair's role supports the vision, mission, values and strategic direction of the Faculty of Health, School of Kinesiology and Health Science, and York University. The role contributes 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 Diploma in a related field such as business or office administration or an equivalent of 2 years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.
Experience:
2 years of recent and relevant administrative experience, coordinating departmental activities and providing administrative support to senior level administrator(s) in a post-secondary environment. A thorough understanding and experience with academic processes including Tenure and Promotion and academic appointment processes and working with relevant collective agreements. Experience supporting committees, planning and coordinating meetings, including preparing agendas, materials and minute taking, collecting data for academic reports and submissions, and coordinating senior administrators' schedules. Experience with coordinating space, facilities, and equipment functions/exercises. Experience working in a high-volume academic department supporting faculty, employees, and students.
Skills:
Skill(s) required:
Ability to exercise tact, diplomacy and discretion when dealing with others.
Exercises initiative and flexibility to adapt to changing needs.
Ability to work independently as well as work effectively in a team.
Effective planning, organizational and time management skills to cope with conflicting deadlines, multiple tasks, and constant interruptions.
Ability to work within an environment that requires confidentiality.
Effective problem-solving skills.
Effective communication skills to obtain and relay information accurately with a strong attention to detail.
Effective file maintenance skills according to FIPPA regulations.
Technical Skills Required:
Proficient with use of Microsoft 365 (i.e., Outlook, Word, Excel, PowerPoint and Teams) and expense claim administration systems (i.e. Concur, SmartBuy).
Ability to coordinate online calendar(s) and event scheduling.
Proficient in WordPress.
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.
The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.
We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.
