Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Administrative Secretary
SO-357
1241
3
Environmental & Life Sciences Graduate Program
Program Secretary, Environmental & Life Sciences Graduate
Program
Last Reviewed:
October 14, 2010
Job Purpose
Provides administrative support to the Director and Secretary of the Environmental & Life
Sciences Graduate Program, Trent University, Peterborough. Assists students, faculty, and
public with general and program-specific inquiries relating to the ELS Graduate Program. Assists
in the routine functioning of the ELS Graduate Program office.
Key Activities
Secretarial;
1. Provides general administrative support to the Program Director and Program Secretary;
2. Provides general information to the public and students via telephone, fax, e-mail and in
person about the ELS Graduate Program;
3. Manages student and office files, maintains student lists on Excel spreadsheets,
compiles information for the Program Secretary as needed;
4. Responds to routine correspondence;
5. Prepares orientation packages for September intake of students.
6. Keeps track of supplies, ordering and picking up supplies when needed;
7. Receives, sorts and prepares internal and external mail;
8. Prepares student application files as they arrive and keeps them up to date. Maintains
an up-to-date list of applicants for the Program.
9. Assists in assigning student office space, orders office keys and monitors student office
space.
10. Processes student forms.
11. Prepares announcements of upcoming defences, examinations, and other events.
12. Assists Program secretary with various ongoing projects 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).
Job Number: SO-357
Page 1 of 4
Last updated: October 2010
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 Diploma.
Experience Required




One year university or college in Business or Office Administration plus one year of
general office 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
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.
Job Number: SO-357
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Last updated: October 2010
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
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
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Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
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Immediate Supervisor:
Job Number: SO-357
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Last updated: October 2010
Name (print):
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Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-357
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Last updated: October 2010