Administrative Assistant, Dean's Office

Simon Fraser University; Burnaby; On-site; CAD 45,000 - 60,000; Full time

Job summary

Simon Fraser University is seeking an experienced administrative professional to provide senior-level support in the Dean's office of the Beedie School of Business. This role involves interacting with various stakeholders, managing communications, and supporting the Dean and Associate Deans in administrative functions. Ideal candidates will possess excellent communication skills and be adept at multitasking.

Benefits

3 weeks’ vacation (prorated for the first year)

Hybrid-work program for eligible positions

Employer paid defined benefit pension plan

On-campus tuition waiver for employees and their immediate family members

Funding for professional development expenses

Qualifications

• 4 years of relevant experience or equivalent combination of education and experience.
• Proficiency in transcribing minutes and managing calendars.
• Ability to work independently and set priorities.

Responsibilities

• Act as first point of contact in the Dean's office.
• Provide confidential administrative support.
• Coordinate meetings and events, including logistics and minutes.

Skills

Excellent written communication skills

Excellent verbal communication skills

Time management

Multitasking

Technical proficiency in software

Education

High school graduation and one-year post-secondary education

Tools

Microsoft Office

Survey Monkey

Job description

Who We Are

Simon Fraser University is a leading research university, advancing an inclusive and sustainable future. Our purpose – the essence of SFU – is to create and connect knowledge, learning and community for deeper understanding and meaningful impact. We are committed to fostering excellence, innovation, belonging and community in all that we do.

About the Role

This position supports faculty, staff and students by being the first point of contact in the reception area of the Dean's office. The position is part of a small team working closely with the Dean's, Sr. Administrative Assistant and the Manager to provide senior level administrative secretarial support to the Associate Dean, Undergraduate Programs and the Associate Dean, Faculty and supports the Dean in the absence of the Sr. Administrative Assistant.

Provides confidential senior level administrative and secretarial support for the Dean's Office in the Beedie School of Business, including the Dean and Associate Deans. Interacts with and provides information to Beedie staff and faculty, Beedie Dean and Associate Deans, senior SFU academic/staff administrators (e.g., Office of the President, Vice President Academic and other faculties), other academic institutions, accreditation organizations, students, donors and the business community. Arranges and supports meetings of committees, external advisory boards, business councils and faculty/student events, including agenda coordination/preparation, taking and transcribing minutes, and making arrangements for catering, audio-visual bookings. Coordinates all area seminars, and teaching and learning council events. Assists in the coordination of accreditation site visit logistics for internal and external people, meetings and events. Responds to requests for information; types letters, reports, and general correspondence; and maintains accurate database and spreadsheet records. Processes a variety of forms and documents and responds to routine and general problems. Provides a range of secretarial and clerical support services for travel and accommodation, events, workshops, seminars, etc.

We are seeking for a dynamic and seasoned admin professional possessing a blend of excellent time management skills and with the ability to multitask and adapt to various situations. The ideal candidate will be an effective communicator, both written and verbal, with the ability to work with others, build relationships and collaborate effectively and provide positive interactions with visitors.

Full Job Description

Qualifications

High school graduation and one-year post-secondary education or formal program equivalent with courses in word processing, spreadsheet and database applications and training in secretarial practices. 4 years of experience. An equivalent combination of formal education, certificate/program of study and experience is acceptable.

• This position requires technical proficiency in using software, such as Microsoft Office, Survey Monkey and other software.
• Must be able to effectively record and transcribe minutes.
• Excellent written and verbal communication skills.
• Excellent calendar management skills with the ability to set priorities and work independently.

What We Offer

At SFU, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth and development, as well as a safe and respectful workplace. We offer continuing employees who belong in the Canadian Union of Public Employees (CUPE Local 3338):

• 3 weeks’ vacation (prorated for the first year)*
• Hybrid-work program for eligible positions
• Employer paid defined benefitpension plan
• On-campus tuition waiver for employees and their immediate family members*
• Funding for professional development expenses*
• And more! View our benefits brochure

*Prorated for part-time employees

Additional Information

For external candidates, the starting salary is the first step of the salary range.

Please include your cover letter and resume in one attachment.

SFU is an equity employer and strongly encourages applications from all qualified individuals including women, Indigenous Peoples, visible minorities, people of all sexual orientations and gender identities, persons with disabilities, and others who may contribute to the further diversification of the university.

We are committed to ensuring that the application and interview process is accessible to all applicants. If you require any assistance or accommodations, please contact [e-mail].