Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Academic/Administrative Department Secretary (English and
History Graduate Programs)
SO-317
1241
English and History Graduate Program
Director, English Graduate Program
Director, History Graduate Program
Last Reviewed:
Job Purpose
Under the general supervision of the Directors of the English and History Graduate Programs,
provides administrative and secretarial support for the English and History Graduate Programs
and any faculty who may be assigned.
Key Activities
1. Administers and co-ordinates the business of the offices of the English and History
Graduate Programs, addressing faculty, student and public questions (e.g., complaints,
concerns and general information), receiving, interpreting and conveying verbal and
written information with clarity.
2. Arranges appointments; screens calls in person and by phone; sends and receives faxes;
answers routine correspondence, memoranda and e-mail with brief instruction; uses
discretion when handling confidential material.
3. Develops, manages and maintains paper and electronic files and records for the English
and History Graduate Program (e.g., applications and academic records; course
offerings, registration, and class lists) and, when requested, selects and compiles
information and statistics from these records (student enrolment, audit data, staffing,
teaching loads, class sizes, etc.).
4. Assists the Directors of the English and History Graduate Programs in liaising with the
Office of Research and the Office of Graduate Studies regarding policy and procedural
matters and in communicating waivers, conditions, exceptions, etc. regarding particular
students and circumstances.
5. Submits student grades.
6. Assists in co-ordinating supervisory committees and internships.
7. Monitors space, resource material and equipment for the English and History Graduate
Programs; monitors and maintains stationery, office supplies and equipment inventory.
8. Assists with timetabling, calendar copy, and information/promotional material (annual
Job Number: SO-317
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Last updated: January 27, 2014
handbooks, brochures, posters, etc.).
9. Collects and sorts graduate student mail; manages collection and return of essays and
photocopied material.
10. Assists in organizing English and History Graduate Program events (i.e. visiting speakers,
conferences, workshops, receptions, thesis defences, etc.); makes room bookings,
special events bookings, etc.
11. Assists in developing applications for funding through TWSP; assists in the selection of
TWSP office assistants; assists in assigning and supervising the work of TWSP assistants.
12. Monitors and updates the English and History Graduate Program websites under the
supervision of their respective Directors.
13. Monitors and reports to the Director on a regular basis, on the program budget.
14. Maintains de-humidifier in Page Irwin Room (required for protection of paintings, as
part of the Trent Art Collection).
15. Other duties as assigned.
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
Secondary School Grade 12 diploma, plus two years of university required.
Experience Required
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Three years of general secretarial and administrative experience, and at least one year
of directly-related experience in an academic office environment.
Expertise in the use of standard word-processing and spreadsheet applications,
including Word, Excel expertise in the use of the university database (Colleague), or
demonstrated ability to master new computer platforms; familiarity with web-authoring
programs.
Maturity, good judgement; the ability to deal tactfully with faculty, staff and students;
the ability to maintain confidentiality.
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Demonstrated skills in problem-solving, analysis and consultation. Ability to handle
parallel priorities and projects. Demonstrated skill in interpreting policies and
procedures.
Demonstrated ability to apply instructions and take direction, to work independently
and as a member of a team.
Responsibility for the Work of Others
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.
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.
Job Number: SO-317
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Last updated: January 27, 2014
Physical
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-317
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Last updated: January 27, 2014