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.