Department of Human Resources
OPSEU Job Description
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Academic Administrative Assistant
SO-406
1241
06
MA English Literature (Public Texts)
MA History
MA Theory, Culture and Politics
PhD Cultural Studies
Director, English Literature (Public Texts) Graduate Program
Director, History Graduate Program
Director of Theory, Culture and Politics Graduate Program
Director of Cultural Studies Graduate Program
June 11, 2015
Job Purpose
Under the general supervision of the Directors of the Cultural Studies, English Literature (Public
Texts), History, Theory, Culture and Politics Graduate Programs, provides administrative
assistance to the four Graduate Programs and any faculty who may be assigned.
Key Activities
1. Administers and co-ordinates the business of the four 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. Establishes and maintains electronic distribution lists to facilitate quick
information dissemination.
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 four
Graduate Programs (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 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
Job Number: SO-406
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Last Updated: June 11, 2015
circumstances.
5. Submits student grades and progress reports.
6. Assists in co-ordinating supervisory committees and internships.
7. Monitors space including graduate offices, resource material and equipment for the
four Graduate Programs; monitors and maintains office supplies and equipment
inventory.
8. Assists with timetabling, calendar copy, and information/promotional material (annual
handbooks, brochures, posters, etc.).
9. Collects and sorts graduate student mail; manages collection and return of essays and
photocopied material.
10. Assists in organizing Graduate Program events (i.e. visiting speakers, conferences,
workshops, receptions, dissertation/thesis defences, etc.); room bookings, catering,
special events bookings, etc.)
11. Develops and applies for funding through Trent University work Study Program TWSP
program; participates in selection of candidates for TWSP office assistants; assigns and
supervises the work of TWSP office assistants.
12. Monitors and updates the four Graduate Program websites under the supervision of
their respective Directors.
13. Monitors and reports to the Director on a regular basis, on the program budgets Assists
with expense claims for visiting speakers, external examiners and student research
support while adhering to institutional policies for expense claims and purchasing.
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
University degree (general).
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Experience Required
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Two years of general secretarial and administrative experience, including 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.
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.
Direct Responsibility
TWSP Student(s)
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.
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.
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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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Incumbent
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Department Head/ Dean:
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Job Number: SO-406
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Last Updated: June 11, 2015