Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Academic Administrative Assistant
SO-404
1241
6
International Development Studies, Political Studies
Chair, International Development Studies
Chair, Political Studies
Last Reviewed:
May 14, 2015
Job Purpose
Under the general supervision of the Department Chairs of International Development Studies
and Political Studies, provides secretarial services to both Chairs, and other assigned faculty and
staff. Performs a variety of administrative and clerical duties related to the operation of the
Departments. Maintains respectful, courteous and welcoming atmosphere in the Departmental
Office.
Key Activities
1. Administers and co-ordinates the business of the Departments, addressing faculty,
student, and public questions (e.g. complaints, concerns, and general information) by
interpreting policy; acts as an effective spokesperson for the Department, receiving,
interpreting and conveying verbal and written information with clarity; provides advice
for improvements to existing Department policy and procedures with a view to ensuring
maximum office efficiency and client satisfaction.
2. Arranges appointments, screens calls, answers routine correspondence, memoranda,
and e-mail on own initiative or with brief instruction. Maintains awareness of items to
be brought forward or followed up and produces memoranda/documents for signature
of Chair. Uses discretion when handling confidential material.
3. Opens and sorts incoming mail; answers routine correspondence on own initiative or
from brief verbal instruction. Updates and prepares mailings of department information
(i.e. secondary schools in Ontario and year abroad materials). Establishes and maintains
electronic distribution lists to facilitate quick information dissemination.
4. Maintains Departmental and student files and records, and when requested, selects and
compiles information and statistics from these records (student enrolment, audit data,
staffing, teaching load, class size, etc.).
5. Co-ordinates departmental records for course offerings, registration, honours
applications, external reviews; and provides Departmental information as requested by
the Chair.
Job Number: SO-404
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Last Updated: May 14, 2015
6. Using IRIS and Colleague, input instructors teaching assignments, print class lists and
academic summaries as requested.
7. Provides administrative services for the Chairs in the hiring of instructional faculty and
teaching/marking assistants by processing job postings, collecting applications and
corresponding with applicants, setting up interviews and job talks, and arranging travel
and accommodation for candidates. Liaises with incoming faculty and TAs; orients them
to university policy and procedures.
8. Liaises with Office of the Registrar regarding policy and procedural matters and
communicates waivers, conditions, exceptions, etc. regarding particular students and
circumstances. Purchases office equipment and acts as a trouble shooter.
9. Liaises with Durham College regarding course offerings, timetabling, printing and
photocopying for Durham course offerings.
10. Manages and administers the departmental operating budget and departmental trust
accounts by allocating object codes, negotiating with suppliers, determining quality,
quantity, and standards of goods and services to maintain control of expenditures;
through monthly analysis, reviews and corrects budget anomalies; receives and
processes cash accounts; orders and monitors departmental supplies; has signing
authority (up to $1,500 maximum) for departmental expenditures. Maintains stationary,
office supplies and equipment inventory. Submits information to finance regarding the
departmental prize winners.
11. Prepares monthly summary of photocopier charges.
12. Monitors use of Department space including research rooms and distributes keys and
codes for faculty as approved by the Chair.
13. Assists with timetabling, calendar copy, co-ordinates honours information sessions and
informs prize winners.
14. Develops, manages and maintains paper and electronic filing systems specific to
Departmental needs in accordance with FIPPA requirements, and archives data in same
systems on regular basis guaranteeing the maintenance of departmental records.
15. Co-ordinates the printing (as required) and monitors the collection of each faculty
members’ student course evaluations.
16. Arranges Department and committee meetings (prepares and distributes agenda) and
takes minutes.
17. Makes room bookings, special events bookings, etc. Assists in organizing visiting
speakers, conferences, workshops, receptions, etc., including transportation,
accommodation, publicity and honoraria. Assists with arrangements for faculty
recruitment (travel, accommodation, scheduling, etc.). Assists in orienting new,
sessional and part-time faculty.
18. 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.
19. As directed by course instructors, may order desk copies from bookstore or publisher,
put exams on reserve in library, and order A/V equipment for classes.
20. Monitors and updates the departmental website and Blackboard.
21. Coordinates liaison with external organizations, especially in the local area.
22. Provides administrative services for the Chairs in the hiring of instructional faculty and
teaching/marking assistants by processing job postings, collecting applications and
corresponding with applicants; setting up interviews and job talks, and arranging travel
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and accommodation for candidates. Liaises with incoming faculty and TAs; orients them
to university policies and procedures.
23. Takes a central role in the administration of the IDS year abroad programs (YAPs) in
Ecuador and Ghana. Schedules and organizes returnee debriefing, IDS participation in
the TISEP fair, and IDS information and open house sessions. Prepares YAP applications
for posting on the web. Prepares posters and brochures for promoting the YAPs.
Organizes advertising of the YAPs on campus, other universities and to Ontario high
schools for future recruitment. Collects and processes applications, as well as financial
management of related fees and deposits, and keeps records of applications. Schedules
interviews with applicants. Notifies students of results. Works with TWSP students to
prepare YAP program handbooks, confirms information within the handbooks and sends
for printing. Organize and schedule a two day spring orientation for the following year.
Works with directors of program to set agenda for orientation. Prepares information
packages/forms (i.e. liability waiver, participation form and confidential information
form) for students to fill out. Liaises with the Registrar’s Office, Trent International
Program and Finance office regarding YAP. Prepares and sends letters of support to
Ecuadorian consulates in Vancouver, Toronto, Ottawa and Montreal for each student
participating in the Trent in Ecuador program. Liaises with students in summer months
regarding YAP participation, including assistance to non-Trent students in registering for
YAP courses. Handles emergency situations as they arise.
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).
Responsibilities are diverse, based on different needs of departments and Year Abroad programs. Need to
adapt to arrive at solutions for each situation as it arises and be proactive in prioritizing responsibilities.
Work planning includes faculty and managing student’s needs. Set deadlines for each department and
programs, determine course of action in situations, especially when it comes to students health and
welfare or students in crisis. Responsible for financial management of two departments, two year abroad
programs, trust funds as well as overseeing Students Association for International Development budget.
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
Decisions made could impact students as well as students on the year abroad program or the
agreements Trent has with University of Cape Coast in Ghana and Universidad Andina Simón
Bolívar in Ecuador
Education
University or College (2 years) in Office Administration or Business. University degree preferred.
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Experience Required
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Three years of general secretarial and administrative experience including at least one year
of directly related experience.
Expertise in the use of standard word-processing and spreadsheet applications, including
Word, Excel and Access; expertise in the use of the university database (Colleague and IRIS),
or demonstrated ability to master new computer platforms; familiarity with web-authoring
programs.
Responsibility for the Work of Others
Direct Responsibility
TWSP Student(s)
Indirect Responsibility
SAID (Students Association for International Development)- oversee student-led conference
from booking venues, marketing, promotion, financial management and reports
Communication
Internal:
 Students - looking for professors, dropping of assignments, advise them about problems
in their course selection and to set up appointments to see the Chair. Answer questions
pertaining to courses, scheduling, location, instructor, determine best course of action
when meeting a student in crisis
 Faculty - to consult with them (courses, scheduling, student records, assignments,
committee work)
 Computer Services - instructions email, webpages, computer problems
 Food Services - catering arrangements
 Dean's Office - to consult with them (budget, Calendar Copy, recruitment)
 Registrar's Office - timetabling, recruitment, students records, marks sheets,
examinations, letters of permissions, grade changes, incompletes
 College Office - maintenance, repairs, room bookings, equipment, security
 Communications - events within the department and for advertising such events
 Durham - course offerings, student records,
 Finance Office - budget discrepancies, request for payment to prize winners, purchase
orders budget statements
 Audio Visual - order films, confirm showing
 Print shop - printing jobs, order office supplies
 Trent International Program – liaise with TIP with regards to YAP students
 Student Affairs – consult to meet students health and welfare needs
 CUPE, LTA , TA at Trent University Peterborough and Durham as well as Academic Coordinators in Ghana and Ecuador –hiring procedures, setting up offices, supply
information regarding students and grades
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
External:
 General Public - answer questions, refer them to appropriate professors
 Office Supply Company - questions about orders
 Alumni - reach former professors
 Hotels - visiting speakers and candidates accommodation
 Parents – answer questions, offer solutions, direct them to appropriate person or
department
 Ecuadorian consulates in Vancouver, Toronto, Montreal and Ottawa
Motor/ Sensory Skills
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Dexterity - Word processing, replacing paper, toner, clearing paper jams on photocopier
Fine motor skills - Using a mouse
Coordination - Walking, climbing stairs
Hearing - Responding to telephone and people in office
Visual - All aspects of job
Effort
Mental:
 Sustained Concentration Budget checking, proof reading, compiling data, frequent
interruptions, , attention to micro details with regards to YAP coordination, processing
of documents sent to consulates, academic coordinators in Ghana, Ecuador and other
departments

Physical:
 Bending/Kneeling - Filing
 Walking/climbing - Photocopier, washroom, faculty offices
 Standing/stretching - Photocopying, filing, shredding, reach upper shelves in office
Working Conditions
Physical
Psychological:
 Disgruntled students Denied entrance denied acceptance in YAP, students in crisis
 Disgruntled students Professor failed to show up for appointment appeals
 Time pressures of deadlines of two departments and competing demands of each
 Frequent interruptions
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Job Number: SO-404
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Last Updated: May 14, 2015
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-404
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Last Updated: May 14, 2015