Under the general supervision of the Department Chair, provides secretarial services to the
Chair, Canadian Studies faculty, and other assigned faculty. Provides the most efficient and effective administrative, secretarial and academic support to staff/faculty and students; manages multiple tasks from conception to conclusion within prescribed deadlines as set out in the department and university-wide policies and procedures; takes initiative and works collaboratively with Department Chair and other full and part-time faculty.
1.
Administers and co-ordinates the business of the Department office, addressing faculty, students, and public questions (e.g. complaints, concerns, and general information) by interpreting policy; acts as an effective spokesperson for the Department, receiving, interpreting and conveying verbal and written information with clarity; provides advice and leadership in advising improvements to existing Department policy and procedures with a view to ensuring maximum office efficiency and client satisfaction.
2.
Arranges appointments, screens calls in person and by phone, sends and receives faxes; answers routine correspondence, memoranda, and e-mail on own initiative or with brief instruction. Maintains awareness of items to be brought forward or followed up on the
Chair’s Calendar, and produces memoranda/documents for signature of Chair. Uses discretion when handling confidential material.
3.
Sorts incoming mail, attaches related material for Chair’s use; answers routine correspondence on own initiative or from brief verbal. Updates and prepares mailings of department information.
4.
Types correspondence, memoranda, course work, syllabi, bookstore lists, examinations, notices, research manuscripts, poster, reports, minutes, etc., as required by Chairs and faculty members; handles confidential material.
5.
Maintains Departmental and student files and records, and when requested, selects and compiles information and statistics from these records (student enrolment, audit data, staffing, teaching load, class size, etc.). Prepares, distributes, collects all confidential
Department Course Evaluation Forms for filing, puts on a numerical number stamp
Job Number: SO-216 Page 1 of 6 Last updated: January 30, 2007

before distributing to instructors after grades have been released. Co-ordinates departmental records for hirings, job advertisements, course offerings, registration, class lists, academic summaries; utilizes other decision-support applications such as
Colleague and spreadsheet programs to provide faculty with material essential to their teaching and to provide Departmental information as requested by the Chair. Maintains all confidential faculty files.
6.
Manages TESS System Department class lists, student information, major counts, class registration figures, and maintains and adjusts the course wait lists in all CAST courses.
Works closely with Registrar’s office to update on line timetable and choice and scheduling of room bookings.
7.
Under general supervision of Chair, liaises with Office of the Registrar regarding policy and procedural matters and communicates waivers, conditions, exceptions, letter of permission, prerequisite rosters etc. regarding particular students and circumstances.
Submits mid-term and final marks. Establishes and maintains electronic distribution lists to facilitate quick information dissemination. Processes incomplete and grade change forms from faculty and relays them to the Registrar’s Office in a timely manner.
8.
Acts as a troubleshooter for office equipment, resolving problems as they arise. Orders all supplies for photocopiers, fax machines and printers. Scans documents as requested.
Responsible to call for service when photocopier not working properly.
9.
Maintains the Canadian Studies Website including design , creation and modifications, as required.
10.
Liaises with Julian Blackburn College regarding course offerings, timetabling, printing and photocopying for JBC course offerings, including its offerings at Durham in Oshawa.
11.
Manages and administers the departmental operating budget and departmental trust accounts, negotiating with suppliers, determining quality, quantity, and standards of goods and services to maintain control of expenditures; through monthly analysis, reviews and corrects budget anomalies; receives and processes cash accounts; orders and monitors departmental supplies. Maintains an Excel Spread sheet on Department
Operating and Endowment Accounts. Maintains stationary, office supplies and equipment inventory.
12.
Maintains a Resource Centre complete with course outlines, complete readings, books, video, etc for students to use on all levels of courses.
13.
Monitors use of Department space including the booking of the Wilson Reading Room, research rooms, teaching areas (lecture hall and seminar rooms) Monitors room bookings through the University room booking system on MYTRENT. Books Canadian
Studies data projector equipment to students/faculty and securely stores same.
14.
Provides secretarial support to Chair and assigned faculty. Assists with timetabling, calendar copy, brochures, publicity material; co-ordinates honours information sessions.
Manages collection and return of essays. Orders and distributes all Xerox cards for
Departmental use and does photocopying as requested.
15.
Develops, manages and maintains paper and electronic filing systems specific to
Departmental needs, determines file retention, and archives data in same systems on regular basis guaranteeing the maintenance of departmental records. Shreds all examinations and remaining essays after eighteen months.
16.
Arranges Department and committee meetings (prepares and distributes agenda), makes room bookings, special events bookings, orders food for events, etc.
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17.
Assists in organizing visiting speakers, conferences, workshops, receptions, etc., including transportation, accommodation, publicity and honoraria. Assists with arrangements for faculty recruitment (travel, accommodation, scheduling, etc.).
18.
Assists the Canadians Studies Students’ Association (PORTAGE) in an annual Conference, providing orientation to the many Trent systems. Monitors funds for this Conference and produces an Expense summary for distribution to participating funders.
19.
Assists in orienting new, sessional and part-time faculty. Orders office supplies, gets connection for email, phones, share drive, etc.
20.
Develops and applies for funding through government-assisted OWSP program; participates in selection of candidates for OWSP office assistant. Assigns and supervises the work of OWSP office assistants.
21.
As directed by course instructors, may order desk copies from bookstore or publisher, put exams on reserve in library, and order A/V equipment for classes.
22.
Assists in producing annual handbook and other information/promotional material
(brochures, applications and posters). Coordinates with the Liaison Office and prepares poster board and all materials for University Open Houses.
23.
Coordinates liaison with external organizations, especially in the local area.
24.
Supervises special student examinations for part-time and full time faculty.
25.
Maintains absenteeism records for self.
26.
Responsible for the booking of the Windy Pine Facility, located on Kushog Lake in
Haliburton County and collecting and depositing of fees. Also, prepares annual rules and regulations; monitors activities in liaison with the staff at the site in consultation with the Chair; manages the Windy Pine operating and endowment funds to maintain control of expenditures, negotiates with suppliers, orders suppliers. The secretary orients new visitors to the site, keeping track of the signed Windy Pine Guest Agreement and Liability Waiver to ensure that all procedures have been adhered to. The secretary orients the Student Custodian each summer and updates the Policy and Procedures
Book. Keeps control of the keys. Convenes meetings of the Windy Pine Committee and procedures minutes. Assists the Chair in preparing an annual report to the President on the use of Windy Pine and the distribution of funds.
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).
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).
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).
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College Diploma (2 year) in Secretarial Course.

Three years of general and one year of directly-related office experience in an unstructured setting to demonstrate the ability to function under only general direction; or a reasonable equivalent combination of education and experience.

Word processing/computer knowledge and experience necessary. Experience in Word,
Excel, Word Perfect required.

Excellent interpersonal and communication skills, comfortable working closely with faculty and students.

Excellent organizational skills and demonstrated ability to take initiative as essential; must be able to work independently.

Website training or experience in design, development, and/or maintenance an asset

Some knowledge of Trent University and the Canadian Studies Program a definite asset.
Direct Responsibility
Student Assistant - Secretarial duties - 10 hours per week - September to April
Student Custodian - Windy Pine Student Custodian - on site at the Windy Pine Facility-
Halliburton
Internal:

Students - looking for professors, dropping off assignments, advise them about problems in their course selection and to set up appointments to see the Chair. Answer questions pertaining to courses, scheduling, location, instructor

Faculty - to consult with them (courses, scheduling, student records, assignments, committee work)

Computer Services - set up of email, maintenance of webpages, reports computer problems and provides solutions

Food Services - catering arrangements

Dean's Office - to consult with them (budget and visiting speaker's budget, Calendar
Copy, recruitment)
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
Registrar's Office - timetabling, recruitment, students records, marks sheets, examinations, letters of permissions, grade changes, incompletes, student registration lists, class lists, and wait list management

College Office - maintenance, repairs, room bookings, equipment, security

Communications - events within the department and for advertising such events

JBC - course offerings, student records, programs at the Oshawa Campus

Finance Office - budget discrepancies, request for payment to prize winners, purchase
 orders, budget statements, ordering equipment

Audio Visual - order films providing account numbers

Print shop - printing jobs, order office supplies
Bookstore – ordering of repo text and text books for tutorial leaders
External:

General Public - answer questions, refer them to appropriate professors, screen calls and take messages

Potential Students – answer questions, refer them to the Registration office or Housing
Office

Office Supply Company – placing and questions about orders

Alumni - reach former professors

Hotels - visiting speakers and candidates accommodation

Dexterity - Word processing, replacing paper, toner, clearing paper jams on photocopier

Fine motor skills - Using a mouse

Coordination - Walking, climbing stairs

Hearing - Responding to telephone and people in office

Visual - All aspects of job
Mental:

Sustained Concentration - Budget checking, proof reading, compiling data, frequent interruptions
Physical:

Bending/Kneeling - Filing

Walking/climbing - Photocopier, washroom, faculty offices

Standing/stretching - Photocopying, filing, shredding, reach upper shelves in office
Physical
Psychological:

Disgruntled students - Denied entrance, professor failed to show up for appointment
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
Frequent interruptions
indicating that the job description has been read and understood:
Job Number: SO-216 Page 6 of 6 Last updated: January 30, 2007