SIMON FRASER UNIVERSITY RETIREES ASSOCIATION
DUTIES & RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT
Position Title and Work
Schedule
Administrative Assistant - Part-time
Estimated 48 hours a month; 10 months a year
4 to 6 hours a day, 2 to 3 times a week on a flexible basis
Immediate Supervisor
Position Summary
President of the Executive Board of SFURA
A) The Administrative Assistant provides administrative, office and
clerical support to the President and Executive Board of the SFURA
B) Interacts as required with the membership and other related
organizations.
- Liaising with Executive Board Directors as required by President
- Handling general administration work of the Association
- Arranging Association meetings as requested by President
- Maintaining Executive Board records and files on a current basis,
including Executive Board, sub-committee and membership lists
- General correspondence; drafting letters requested by President.
- Maintaining office systems – computer hardware, telephone voice
mail, printers and software updates ( 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 Directors
- Assisting with the 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) System database and the SFURA website
- Updating CDS database with Executive Board approved changes
to Association Constitution and By-laws and advising membership
- Website administration – assisting with inputting current data &
information to SFURA website as requested by President
- Assisting with the CDS system by updating its data content
- Assisting Executive Board Directors with organizing events
Operations and
Administration
Financial Management
Executive Board
Relations
Governance Matters
Association Website and
CDS Database
Regular Meetings and
Administrative Assistant Job Description – Revised February 2016
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Hosted Events
Communication Activities
SFURA Scholarships
Other Responsibilities
Level of Independence
Working Conditions
Position Qualifications
- Arranging name badges for all Association event attendees
- Providing secretarial support as needed
- Attending meetings as requested by President
- Sending out invitations and notices for all meetings and events
when requested by President
- 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 award recipients to the Executive Board and
Association membership
- Performing other duties and responsibilities consistent with the job
description requested by the President as authorized by Board
- Work is provided with general instructions. The incumbent makes
independent choices about how work will be completed within
deadlines.
- This is a new part-time position working an estimated 12 hours
weekly for approximately 40 weeks per year. The position is
located at the Burnaby Campus of Simon Fraser University
- High School graduation plus one year of post-secondary education
including formal training in word processing, spreadsheet use,
web-content management and office procedures**.
- Three years of related or equivalent experience**.
- Ability to use computerized word processing and spreadsheet files,
and understand database applications.
- Excellent interpersonal and organizational 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.
- Interested in acquiring skills to perform website development tasks
- 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 – Revised February 2016
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