May 31, 2013 JOB DESCRIPTION FOR ADMINISTRATIVE ASSISTANT – PART TIME (15 hours/week) CAPE BRETON UNIVERSITY FACULTY ASSOCIATION (CBUFA) Reporting to the President and working with the Executive Committee of the CBUFA., the Administrative Assistant is responsible for performing a variety of administrative tasks. Much of the work is of a highly confidential nature. The administrative responsibilities include: working with the CBUFA Executive Committee, Grievance Officer, Standing Committees, Bargaining Team and Ad Hoc committees. The Administrative Assistant is also responsible for responding to requests from the CBUFA membership and for maintaining lines of communication with the other unions and employee groups at CBU as well as with ANSUT and CAUT member associations as applicable. Following are the specific responsibilities: General Office Administration Act as the first point of contact for all phone, email, or in-person interactions Sort and distribute mail as necessary Maintain files and manage the organizational resources Manage office space, furnishings and equipment Contractual Records Ensure that letters of appointment are consistent with the Collective Agreement. Maintain a list of faculty members and their status (sabbaticals, term contracts, leaves of absence, partial retirement) Maintain the CBUFA Discussion List, making additions and deletions as required Update the CAUT membership count on a monthly basis Update archived files Maintain retention and confidentially of documents and files by: Organizing files in a system established by the Executive deemed to be the most efficient - Initiating new files for each year for the association office, President, Secretary, and Treasurer - Ensuring files older than five years are appropriately archived or destroyed - Ensuring the backup and protection of all vital records, both paper and electronic - Keeping all sensitive correspondence and requests strictly confidential - Ensuring that privacy legislation such as FOIPOP and PIPEDA is adhered to Meetings Assist the Executive Committee in the coordination of CBUFA General Membership Meetings, Executive Committee Meetings and any other meetings or workshops including: Assuming responsibility for the distribution of the meeting agendas, minutes and any other documents to be included with meeting packages Taking notes for actionable items during executive and general meetings and taking minutes if required Booking rooms, audio-visual equipment and catering as designated by the Executive Committee or Social Committee Verifying the catering invoices Liaising with the Conference Office to ensure notification for bookings of Faculty Lounge Internal Relations Refer faculty members’ concerns to the appropriate executive member Follow up on research and information requests from the President, Negotiating Team, Bargaining Team, and Grievance Officer Forward material to appropriate committees (e.g. Grievance) Maintain good working relationships with various levels of the administration and other employee groups Post relevant items to the FA Bulletin boards on campus Assist with conference registrations and travel bookings Ensure faculty mailbox list is current and that mailboxes are properly designated External Relations Respond to or refer correspondence and requests for information from CAUT, ANSUT, NUCAUT, other faculty associations and other employee unions as required May 31, 2013 Prepare annual ANSUT Newsletter as required Maintain a log of outgoing correspondence Participate in Canadian Organization of Faculty Association Staff (COFAS) Financial Verify invoices with purchases and services Ensure invoices are ready for payment Send payment to appropriate recipients Coordinate purchasing of all supplies, equipment and services, enabling a professional running office Monitor CBUFA Scholarship Fund Monitor deduction of FA dues by Payroll Office Prepare monthly ANSUT and CAUT dues for Treasurer Assist Donations Committee Prepare office payroll bi-weekly for Treasurer Prepare Revenue Canada remittance monthly for Treasurer Ensure appropriate accounting practices and financial controls are in place and followed Assist Treasurer in preparation of annual audit and ensure all necessary documentation is prepared and provided to the auditor Collective Bargaining Establish and maintain the shared electronic file system for the Bargaining Team Establish and maintain the paper file system for the Bargaining Team Take notes during Team and collective bargaining meetings Book rooms, audio-visual equipment and catering as designated by the Bargaining Team Follow up on research and information requests from the Bargaining Team Assist the Nomination Committee in strike and ratification votes as required Professional Development Participate in educational seminars and conferences as approved by the Executive Committee Take training courses as necessary to upgrade skills to meet new technological demands and other developments within the Administration field Other Duties Other duties not listed here may arise from time to time as directed by the President and the Executive, especially during crucial times in the bargaining process such as negotiations, arbitrations, strikes. At such times extended hours may be required. Salary and Benefits: Salary commensurate with experience and starting at $16.00/hour. This is a 3 month contract from Sept. 20, 2013 to Dec. 20, 2013, with opportunity for renewal into a permanent position subject to performance and budgetary approval. How to Apply: Applicants should submit a cover letter, resume, and at least two letters of reference to Dr. Scott Stewart, CBUFA President. either electronically to scott_stewart@cbu.ca or in hard copy to Scott Stewart, President of CBUFA, Cape Breton University, Sydney, NS B1P 6L2. The selection committee will begin reviewing applications by September 9, 2013, with a tentative starting date of September 20, 2013. All qualified applicants are encouraged to apply; however Canadians and permanent residents will be given priority. CBUFA is committed to employment equity and welcomes applications from women, indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, and persons of minority sexual orientations and gender identities. Only those candidates chosen for an interview will be contacted.