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Administrative Assistant, Offices of the Associate Vice-President, Research and Graduate Studies and Bio-Refining Research Institute, Competition # COPE-21-14, Thunder Bay, ON

Job title: Administrative Assistant, Offices of the Associate Vice-President, Research and Graduate Studies and Bio-Refining Research Institute, Competition # COPE-21-14, Thunder Bay, ON

Company: Lakehead University

Job description: Administrative Assistant, Co-Vice President’s Offices, Research and Postgraduate Studies and Bio-Refining Research Institute, Competition # COPE-21-14, Thunder Bay, ON

Category:

Administrative / staff positions

Campus:

Donderbaai

Department:

Biorefinery Research Institute

Postgraduate Office

Research groups

Application deadline:

Wednesday, 22 September 2021 – 16:30

Administrative Assistant

Offices of the Vice-Chair, Research and Postgraduate Studies and

Bio-Refining Research Institute

COPE, level 6 (being revised)

Full time, permanent

Competition # COPE-21-14

The incumbent will provide administrative assistant support to the Vice President, Research and Postgraduate Studies (AVPRGS) and the Director, Bio-Refining Research Institute. This position partly acts as a liaison on behalf of the University and must therefore always be conducted in a professional manner.

Duties:

  • Maintain the review schedule for all research centers and institutes under the supervision of the AVPRGS
  • Coordinates reviews and provides administrative support to all research centers and institutes they oversee

by the AVPRGS

  • Coordinate annual reporting for all research centers and institutes under the supervision of the AVPRGS
  • Monitor annual reports for all research centers and institutes under the supervision of the AVPRGS, and follow it up

with directors on missing reports and / or information

  • Compile executive summaries of the annual reports for the Senate Research Committee (SRC)
  • Provides administrative support to the AVPRGS, including calendar keeping, budget monitoring, setting

record meetings, compile minutes, compile final reports and executive summaries, provide

background material and information letters if necessary

  • Provide, if necessary, background information on external awards
  • Monitor and update the awards calendar and deadlines for nominations for external awards
  • Monitor the status of award nomination packages
  • Prepare application files for award nomination packages
  • Contact internal and external researchers and administrators who write letters of support
  • Schedule committee meetings if necessary
  • Provide meeting materials, including background research, if needed
  • Provide meeting minutes and keep up-to-date action items
  • Compile final reports and action plans in committee-related duties
  • Data management and reporting
  • Coordinate special events and workshops
  • Responsible for providing administrative support to the BRI director,
  • Maintain and coordinate the annual reporting, monthly attendance of biorefinery research institute and

research center for green processes.

  • Process annual reports of research staff, make executive summaries of all annual

reports, minutes of meetings

  • Order chemicals / equipment, communicate with chemical equipment suppliers and researchers outside BRI

and Lakehead University

  • Coordinates meetings / conferences / events / workshops.
  • Review academic / non-academic documents generated at BRI
  • Maintain the BRI website
  • Perform other related duties as required

Qualifications:

  • Post-secondary degree in Social Sciences and Humanities (preferably) or diploma in a related field;
  • 3 years experience in an administrative assistant position in a university environment, with experience in

a research environment an asset;

  • Computer skills, general website maintenance and various office applications, including Microsoft

Office (Word, Excel, Publisher);

  • Experience with administrative support to management and supervisory boards / committees;
  • Experience in preparing information letters and background research;
  • Proven experience with Datatel / Colleague is considered an asset;
  • Exceptional communication, organizational and interpersonal skills;
  • Demonstrates the ability to multitask a variety of high-priority duties and work under pressure deadlines;
  • Demonstrated ability to provide administrative support to a variety of diverse committees / boards under

very strict deadlines;

  • Excellent writing skills;
  • Strong capacity for independent judgment;
  • Demonstrate the ability to keep all office duties and communications in a confidential and

diplomatic manner;

  • Demonstrated experience and knowledge in a university research environment with understanding

of service duties, prompt environments and possible unexpected amounts of work.

Interested INTERNAL applicants are invited to submit a single PDF document containing the competition # COPE-21-14, with a cover letter, CV and the contact information of three professional references by 22:30 on 20 September 2021 at:

Human Resources Office

E-mail address:

We appreciate your interest; however, only those selected for an interview will be notified.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals, including women, race-bound individuals, indigenous peoples, the disabled and other groups seeking equality. All qualified candidates are encouraged to apply; However, Canadian citizens and permanent residents will take precedence. This is in line with Canadian immigration requirements.

Lakehead University is committed to supporting an accessible environment. Applicants who require accommodation during the interview process should contact the Human Resources Office at (807) 343.8334 or make the necessary arrangements.

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Lakehead University respectfully acknowledges that its campuses are located on the traditional grounds of Fort William First Nation, signatory of the

Expected salary:

Location: Thunder Bay, ON

Job date: Fri, 17 Sep 2021 03:27:51 GMT

Apply for the job now!

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