Faculty Services Assistant

Under the general direction of the Director, Academic Planning, the Faculty Services Assistant is responsible for providing a broad range of administrative support to all Nursing faculty and staff. Responsibilities include word processing, exam preparation, photocopying, general facilities management, and mail distribution. This position also provides backup for other administrative support personnel in Faculty Services.

Duties

• Provides word processing and graphics support to faculty members on documents such as annual reports and other correspondence
• Assists faculty with typing and formatting exams, compiling exam packages, and providing follow-up as required
• Works collaboratively with staff from Teaching & Learning Technologies as well as Undergraduate Program Assistants to ensure exams are completed accurately and on time
• Organizes and maintains an exam log, formats online and paper exams, and attends regularly scheduled exam team meetings to discuss progress, updates, and concerns
• Works with Undergraduate Program Assistants to order, monitor, and maintain IDQ records, distribute IDQ results, provide summary reports as needed, and hold IDQs for archival purposes
• Assists faculty with completion of Annual Reports through the Common CV system
• Sorts and distributes mail/faxes; arranges mail slots for new staff; schedules courier service as required
• Processes printing requests and follows up to ensure timely delivery of documents; photocopies documents as required
• Assists faculty and staff with smartroom and equipment set-up
• Provides access codes, keys, and pagers to staff as appropriate; changes access codes in the Unilock as required
• Orders and maintains an adequate level of office supplies within the budget guidelines set by the Faculty of Nursing
• Works with ECHA administration to maintain central supplies, including the nutrition nooks and the copiers
• Provides orientation for new staff with regards to photocopiers, mailroom, supplies, etc.
• Provides first-level support to faculty for MS Office
• Troubleshoots photocopier, phone, and fax issues; arranges for service calls as required and maintains adequate levels of supplies for machines, including shredding services
• Greets and directs visitors, students, and staff; answers telephone inquiries and relays telephone messages
• Acts as a resource person to the public, faculty, staff, and students regarding general Faculty administration policies and procedures
• Attends regular Faculty Services team meetings and participates in providing updates and minutes
• Monitors and updates the Faculty Services Manual regarding changes to procedures/processes, with respect to specific areas of responsibility
• Performs other related duties (e.g. lifting, unpacking, and sorting) as required

Qualifications

• High School Diploma supplemented by course work in office administration
• 2 – 3 years of related office experience
• Intermediate level proficiency in MS Office (Word, Excel, PowerPoint) and Google Docs/email
• Well developed communication and interpersonal skills
• Ability to work with a high level of accuracy
• Experience in problem solving and decision making
• Ability to work within time-sensitive deadlines and prioritize conflicting tasks
• Ability to complete assigned work independently
• Experience working in a tight-knit team environment