Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
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Department:
Supervisor Title:
Administrative Assistant, Trent University Durham
SO-394
1241
6
Trent University Durham
Head of Trent University Durham
Last Reviewed:
December 9, 2014
Job Purpose
Provides administrative support to the Administrative Coordinator Durham, to faculty, to
Oshawa Student Affairs and to other Oshawa administrators, and staff. Assists students, staff
and the general public with general and program-specific inquiries relating to university
programs, registration and student services. Provides efficient routine functioning of the Trent
University Durham Office. Assists in the planning and implementation of campus activities.
Key Activities
Administrative
1. Provides administrative support for Trent University Durham administrators, such as the
Administrative Coordinator, Manager Government and Community Relations, and for
faculty members.
2. Provides detailed information to the public and students on the telephone, via e-mail
and in person about programs, courses and services offered by Trent University Durham
and about University policy and regulations.
3. Responds to routine correspondence.
4. Prepares program guides and public relations materials.
5. Keeps track of supplies, ordering and picking up supplies when needed; monitors and
maintains photocopier.
6. Receives, sorts, prepares and ships internal and external mail and deliveries.
7. Co-ordinates posting, hiring process, scheduling, confirms accuracy of time sheets, and
supervises the day-to-day tasks of student employees.
8. Co-ordinates one-time room bookings for staff, students, faculty and community groups
and processes payment for Security coverage for external bookings.
9. Assists with the logistics for community bookings and room scheduling; IT access, and
liaisons with the Supervisor, Campus Operations about Security coverage.
10. Initial contact for students, faculty and staff regarding facility and custodial issues.
Liaisons with facilities staff on day to day issues.
Job Number: SO-394
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11. Establishes staff and faculty access codes for photocopiers and monitors annual usage
for reporting purposes.
12. Maintains a list of community contacts and sends information regarding campus events
13. Maintains bulletin boards and approves signage for Trent Campus including club and
community events, booklists and general information postings.
14. Screens incoming calls for Academic Advisors, arranges appointments, and provides
administrative support for academic advising activities.
15. Screens incoming calls and arranges appointments for Academic Skills Instructor, Career
Counsellor, and Counsellor/Disability Advisor.
16. Co-ordinates online Career Centre conferencing appointments and maintains required
equipment.
17. Assists Financial Aid staff during OSAP and bursary release by providing administrative
support such as managing appointment schedules, verifying student identification, etc.
18. Utilizes appointment booking software to produce reports for student services.
19. Assists in orienting new faculty to Trent University Durham.
20. Distributes parking permits and maintains records of pass holders for Campus Security.
21. Assists Campus Card office by taking photos of Oshawa students, verifying student
enrolment status, keeping records of photo information and distributing cards and card
replacement.
22. Provides reception duties for all deliveries and service providers for the campus
including those for facility management, food service contractors, etc.
23. Maintains bulletin boards and approves signage for Trent Campus including club and
community events, booklists and general information postings.
24. Takes minutes at meetings and prepares for subsequent distribution.
25. Maintains Trent University Oshawa websites.
26. Involved in occasional information sessions outside normal working hours.
27. Provides instructors with UOIT class lists for attendance and grading purposes.
28. Liaises with Trent Bookstore, faculty and departments for each term’s book ordering.
Student, and Program Support;
1. Deals with a wide range of urgent student issues such as inquiries about academic
programs in the context of tight deadlines, students in distress, etc. Responses require
accuracy, tact and judgement; interpretation and knowledge of regulations, programs
and logistical details.
2. Assists with application and registration procedures.
3. Manages all pertinent student information, i.e., academic summaries.
4. Processes registration/admissions forms, add/drop forms, transcript request forms and
Letter of Permission forms; assists students with MyTrent.
5. Provides ESL student and program support to the start-up ESL program in Oshawa.
6. Maintains detailed records of student enrolment numbers and updates the information
regularly.
7. Maintains faculty and room assignment lists as required.
8. Assists faculty with issues that arise from the grades submission process and liaises with
the Registrar’s Office to follow up and resolve these issues.
9. Collects and organizes exam booklet orders each semester.
10. Provides exam and alternate exam invigilation.
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11. Provides basic IT troubleshooting for classes in session and special events/meetings,
liaises with IT remotely to resolve issues that arise.
12. Provides SMARTBoard basic training for faculty, staff, students and community
presenters.
13. Assists Head of Oshawa, faculty, and staff, as requested, with campus event planning
such as such as special lecture series; student activities; Research Day; Open House,
Recruitment and Orientation functions; graduation dinner; and a range of other campus
activities.
14. Staff contact for insurance providers for the Trent University Durham Student
Association; provides insurance company with updated student lists per semester
15. Assists in the loading of courses on Datatel, as required
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
General University Degree (3 year).
Experience Required
-
One year of directly-related experience; or a reasonable equivalent combination of
education and experience.
Ability to organize and establish priorities, particularly during periods of heavy
workload.
Experience in word processing and the use of on-line computer systems.
Excellent interpersonal skills; demonstrated ability to handle work under stress with
accuracy and diplomacy; demonstrated ability to be discreet and to maintain
confidentiality.
Responsibility for the Work of Others
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Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
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Psychological
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Signature:
Date:
Immediate Supervisor:
Name (print):
Signature:
Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-394
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Last updated: December 9, 2014