About the Role

The Administrative Assistant will provide essential support to the Healthy Campus Team Manager and team members ensuring smooth daytoday operations through efficient coordination and organization. This role requires a proactive selfdirected approach to completing tasks while maintaining a high level of collaboration. The position is a limitedterm parttime role (16 hours per week) focused on enhancing team efficiency and effectiveness.

This is a limited term parttime position ending Dec.312026

Responsibilities

Responsibility 1 ( 40%): Administrative Coordination

• Organize and coordinate workshops offered by the Healthy Campus Team including promotion registration scheduling facilitators preparing materials and managing evaluations.

• Oversee updates to the Personal Skills Certificate program and coordinate certificate distribution.

• Schedule and book facilities for meetings events and workshops ensuring smooth logistical arrangements.

• Coordinate Healthy Campus Team participation in service fairs expos and open houses including setup and teardown.

• Assist in preparing and formatting documents minutes reports and proposals ensuring accuracy and alignment with team objectives.

• Provide administrative support for committees and team meetings including scheduling agenda management minutes and record keeping.

• Ensure team compliance with university policies and procedures related to event coordination room bookings contracts marketing travel and finances.

• Maintain documents related to the Viewpoint Donation including funding guidelines proposals and reporting templates.

Responsibility 2 ( 30%): Financial Administration

• Monitor budget accounts and reconcile discrepancies or miscodings at the direction of the Healthy Campus Team manager.

• Develop processes for tracking team spending and financial activities.

• Initiate and process payments for invoices expense claims agreements and subscriptions at the direction of the Healthy Campus Team manager.

Responsibility 3 ( 30%): Office and Communications Management

• Serve as the first point of contact for visitors and inquiries in person via phone and email.

• Manage incoming requests related to Viewpoint and Canadian Campus Wellbeing Survey presentations and interviews.

• Distribute internal communications including emails and mail from the Healthy Campus Team and After Hours Peer Support.

• Maintain office supplies and coordinate technical support or facilityrelated requests.

• Draft and circulate memos letters and other documents as needed.

Other duties as assigned.

Qualifications

A oneyear postsecondary certificate or program completion.

1824 months of relevant experience ofworking in a postsecondary institution considered an asset.

Strong organizational communication and interpersonal skills.

Ability to exercise discretion and maintain confidentiality

Demonstrate problemsolving and decisionmaking skills necessary to anticipate identify and independently recommend appropriate actions.

Strong technology skills including familiarity with Google (Drive Gmail Calendar etc.)

Demonstrated experience with scheduling minute taking budgeting and report writing

Ability to manage time and workload according to urgency and importance

Experience composing accurate and appropriate documents

Ascertaining the most effective and efficient way to handle inquiries

Thrives in a team environment while able to work independently

Awareness of issues pertinent to the Healthy Campus Unit (e.g. mental health dating violence and harm reduction) considered an asset

Salary: $23.39 $29.58per hour.

Closing Date: May 16 2025

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: Last Name Requisition Number Document (ex. Smith 999999 ).