Required Position
Full-Time Temp Appointment until June 14, 2027
Responsibilities
Vacancy Status: Existing position
This position will report directly to the Business Manager of the Faculty of Education and Health. The incumbent will become an integral part of l’École d’orthophonie. They will support the day-to-day running of the School. They will assist the Director with tasks for the functionality of the School as well as assist with queries from students, faculty, and other individuals or groups within the university community.
Provide full confidential administrative support to the School
Organize and attend meetings, book rooms, take minutes, prepare, produce and circulate documents, agendas and minutes.
Maintain School files and office operations including but not limited to: ,updating lists (space, current faculty, etc.), posting office hours; coordinate periodic reviews.
Assist the Director in: preparing, submitting and maintaining forms for CPF and CELP.
Assist the Director in: preparing the timetable and course offerings (preparing course master changes and updates, etc.); hiring recommendations of faculty (maintaining current Sessional instructor seniority and establishment list, preparing documentation for hiring committees, processing postings, ensuring new faculty are familiar with equipment and forms, etc.) and other tasks directly related to this position as assigned.
Assist with reports for the Ministry, including the upcoming accreditation renewal, set up and coordinate a data/information-collecting process, tracking information such as grades and attrition rates, enrolment statistics.
Support the Director in organizing functions and obligations specific to the unit (schedule meetings, prepare documents for meetings, travel arrangements etc.).
Offer additional support to the Speech and Language University Clinic Coordinator (preparing invoices, keeping track of client payments, maintaining current clinician seniority and establishment list, maintaining contract lists, help administer the budget, prepare budget reports for the Director and Clinic Coordinator.)
Help prepare mandatory reports for the Ministry, including the PHIPA report for breach of confidentiality, annual reports for outside funding, etc.
Offer additional support to the Placement Coordinator
Other duties as assigned
Budgets
Prepare and process transfers and requisitions; prepare work orders, timesheets etc. in consultation with the Director.
Monitor and maintain supply inventory for the School and Speech and Language University Clinic.
Reconcile budgets in consultation with the Director (including purchase cards).
Serve as a member of the team providing information about the School and the Clinic
Respond to inquiries by telephone, mail, email and in person.
Organize, produce and handle material pertaining to the operation of the office and edit when necessary.
Provide basic information about programs offered, and direct inquiries to the proper resource; maintain and update faculty/sessional lists.
Assist in the development and submission of pertinent documentation to candidates related to their admission, registration and graduation.
Greet clients when they arrive at the Clinic
Special events & Publicity
Assist in the organization of student workshops, special events, guest speakers / lecturers, trips, open house events, etc. (including travel arrangements).
Offer additional support in updating and maintaining The School’s webpages.
Liaise with Marketing to update and aid in the coordination of marketing materials
Provide assistance to students
Inform students of various workshops, opportunities, competitions and seminars.
Ensure students are following necessary administrative steps towards their placements and course requirements.
Maintain and submit the student list for submission to the Ontario College of Teachers.
Perform other duties as assigned.
Qualifications
Two(2) years of post-secondary education in a related field.
Three(3) to five(5) years of related experience.
Advanced literacy skills to provide adequate support in both official languages (drafting documents with a minimum of errors).
Strong computer literacy skills (Datatel, Gmail, Google Suite, Microsoft Suite, Adobe, ability to maintain and update School webpage with CRM).
Office administration and administrative skills (minute taking, keyboarding, filing, record keeping, sorting mail and email, responding to inquiries).
Basic knowledge of computer hardware to troubleshoot peripherals (projectors, printers, photocopiers etc.).
Basic knowledge of University policies and procedures (Finance, Registrar, etc. to assist students and faculty).
Numeracy skills (basic knowledge of bookkeeping to track expenses and manage budgets).
Ability to work fluently (verbal and written) in both official languages, French and English, is required.
Applications are being accepted to fill an active vacancy within the University
***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to
[email protected]***
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.
Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.
Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (
[email protected]).
