SIMON FRASER UNIVERSITY RETIREES ASSOCIATION
DUTIES & RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT
Position Title and Work
Schedule
Administrative Assistant - Part-time
Estimated 40 hours a month; 10 months a year
5 hours a day, 2 times a week on a flexible basis
Immediate Supervisor
Position Summary
President of the Executive Board
The Administrative Assistant provides office, clerical and
administrative support to the President and Executive Board of the
SFU Retirees Association. Interacts as required with the
membership and other related organizations.
- Liaising with Executive Board members as required
- Handling general administration work of the Association
- Arranging Association meetings as requested
- Maintaining Executive Board records and files on a current basis.
- Keeping Executive Board, Committee & Membership lists updated
- General correspondence – drafting letters as requested/required
- Maintaining office systems – computer hardware, telephone
answering system, printers and software updates (also including
virus protection)
- Opening and distributing mail; monitoring emails from members
- Filing and archiving documents
- Managing office maintenance and supplies
- Liaising with suppliers – advertising, printing
- Assisting with financial administration as needed or requested by
President or Treasurer, including reporting of PayPal transactions
- Updating and preparing orientation materials for new Executive
Board members
- Responding to Executive Board requests for support
- Booking of meeting space as required
- Supporting Annual General Meeting (AGM) requirements including
distribution of meeting notices, site preparation and catering
- Formatting policies; updating policies to Common Data Storage
(CDS) database and the website
- Updating the appropriate database with approved changes to the
Association’s constitution and by-laws and advising membership
- Website administration – update and input current information/data
to the website as requested by Executive Board
- Assisting with the CDS system by updating its data content
Operations and
Administration
Financial Management
Executive Board
Relations
Governance Matters
Association Website and
CDS Database
Administrative Assistant Job Description – Summer 2015
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Regular Meetings and
Hosted Events
Communication Activities
SFURA Scholarships
Other Responsibilities
Level of Independence
Working Conditions
Position Qualifications
- Assisting Executive Board members with organizing events
- Arranging name badges for all Association event attendees
- Providing Secretarial support as needed
- Attending meetings as requested
- Sending out invitations and notices for all meetings and events
- Preparing minutes of meetings as requested by the Executive
Board
- Attending to any necessary follow-up actions
- Responding to all telephone calls and emails with Executive Board
direction
- Attending to walk-in traffic in the campus office of the Association
- Managing all mailings – labels, merge documents, draft letters
- Liaising with Simon Fraser University’s Advancement Office staff
regarding annual awards of SFURA Scholarships
- Providing summary of recipients to Executive Board and
Association membership
- Performing other duties and responsibilities consistent with the job
description as requested by the Executive Board
- Work is provided with general instructions. The incumbent makes
independent choices about how the work will be completed within
deadlines.
- This is a new part-time position working an estimated 10 hours
weekly for approximately 40 weeks per year. The position is
located at the Burnaby Campus of Simon Fraser University
- High School Graduation and one year of post-secondary education
including formal training in word processing, spreadsheet, webcontent management and office procedures**.
- Three years of related experience**.
- Ability to use computerized word processing, spreadsheet, and
database applications.
- Excellent interpersonal skills.
- Ability to work independently and meet deadlines.
- Ability to handle confidential/sensitive material with discretion.
- Ability to exercise mature judgment and initiative.
- Ability to manage multiple priorities and meet deadlines.
- Excellent verbal and written communication skills.
- Excellent organization skills.
- Ability to use web development applications at an intermediate
level.
- Ability to access Simon Fraser University’s computer system
utilizing an SFU assigned email address
- Ability to manage and work flexible hours.
**or an equivalent combination of formal education,
certificate/program of study and experience is acceptable.
Administrative Assistant Job Description – Summer 2015
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