We’re hiring – Administrative Assistant

April 29, 2019

Job Posting (Internal and External)
Position Title: Administrative Assistant
Position Type: Full-Time Limited Term Appointment*
Term Length: 2 years
Closing Date:  May 31, 2019 at 4:00 PM

The Carleton University Academic Staff Association is the union representing over 900 faculty, instructors and librarians at Carleton University. Originally founded in 1952 and certified in 1975, the Association is the oldest union for academic staff in Ontario.

The Carleton University Academic Staff Association is an equal opportunity employer. Members of equity seeking groups are encouraged to self-identify. Women, workers of colour, workers with disabilities, gay, lesbian, bisexual, queer and transgender workers and Aboriginal workers are encouraged to apply for this position.

A full job description can be found below.

Qualifications

1. Post-secondary education or relevant clerical experience.
2. Knowledge and experience of office software (MS office suite (Word, Excel, PowerPoint)
3. Knowledge and experience using database software
4. Basic accounting knowledge

The starting salary for this position is $51,000 per annum.
The Association also provides a competitive benefit and pension plan.
The position is unionized with Unifor Local 567.

*Please note that this position is part of a pilot project, and may be converted to a continuing permanent position following the completion of the two-year term, subject to review by CUASA and Unifor 567.

Applications must be received by May 31, 2019 at 4:00 PM. All applications must include a cover letter and a CV. Only electronic submissions will be accepted. Please send them to the attention of the Hiring Committee to [email protected].

Internal applicants will be given priority subject to the provisions of the CUASA–Unifor 567 Collective Agreement. Only those candidates selected for an interview will be contacted. No phone calls, please.

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Job description:

Administrative Assistant

Preamble: The Administrative Assistant provides general office support to senior staff of the Association, including but not limited to providing reception services, taking minutes of meetings, completing data-entry and contributing to the overall effective operation of the office. She/he directs enquiries from members and other parties to the appropriate Association representative.

Reporting Lines: Reports to and works under the general direction of the President or designate, normally via the Director.

The duties and responsibilities of the Administrative Assistant are:

1. Assisting the assigned staff officers with the preparation for meetings, note taking, photocopying and preparing materials such as agendas or reports, as directed.
2. As directed, working with and assisting the Office Manager with their tasks (e.g., updating membership databases; liaising with Carleton University regarding office space and maintenance, booking room and ordering catering; data-entry for bookkeeping; preparing welcome letters and packages for new academic staff; Updating the Office Procedures Manual; etc.).
3. As directed, working with and assisting the Senior Grievance and Arbitration Officer with their tasks (e.g., creating, maintaining and archiving files, scheduling meetings, preparing materials for meetings, filing, note taking, etc.).
4. As directed and during collective bargaining, working with and assisting the Member Services and Communications Officer with their tasks (e.g., photocopying, preparing materials for meetings, note taking, etc.).
5. Preparing correspondence, memos, minutes and other documents for the Presidential Officers, as directed.
6. Providing reception services for CUASA.
7. Organizing and filing Association documents.
8. Maintaining the organization and overall tidiness of the storage room and public CUASA spaces.
9. Perform any other task or duty as directed by the President or designate
10. Engaging in professional development activities to enhance his/her ability to serve the membership.

The qualifications of the Administrative Assistant are:

1. Post-secondary education or relevant clerical experience.
2. Knowledge and experience of office software (MS office suite (Word, Excel, PowerPoint)
3. Knowledge and experience using database software
4. Basic accounting knowledge