Confidential Assistant to the Chair/School Director

Simon Fraser University; Surrey; Hybrid; CAD 35,000 - 49,000; Full time

Benefits offered by this job

14% in lieu of benefits

20% in lieu of benefits after 4 months

Hybrid-work program

Job summary

SFU is seeking a Secretary to the Chair/School Director to manage calls, schedule and calendar, prepare reports, and handle confidential correspondence. You will maintain files, support committees, budgets, and travel arrangements, and assist with grant applications. A strong secretarial background and discretion are essential.

The role offers a hybrid-work program with CUPE Local 3338, and an end date of December 31, 2027. SFU values diversity and accessibility in its recruitment.

Qualifications

• High school graduation with secretarial training.
• 3 years minimum experience.
• Experience with word processing, databases, and spreadsheets.

Responsibilities

• Screen calls and schedule appointments.
• Prepare reports, letters, and confidential correspondence.
• Maintain electronic and paper files and records.
• Provide secretarial support for budgets, committees, travel, events and meetings.

Skills

Minute taking

Mature judgment

Discretion

Communication

Organization

Analytical skills

Problem solving

Education

Post-secondary education (1 year)

Job description

Union/Affiliation: C.U.P.E. Local 3338

Pay range: $30.57 hourly plus 14% in lieu of benefits

SFU Department Descr: Applied Sciences - Office of the Dean

Position Grade: 7

# of openings: 1

Biweekly Hours: 70

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

As Secretary to the Chair/School Director, the incumbent screens incoming calls, schedules appointments and maintains the supervisor's calendar; responds to requests for information and handles routine and general problems; assists the supervisor with the preparation of reports and correspondence; types letters, reports, research papers, and general and confidential correspondence; creates, reviews, archives and maintains electronic and paper based files and records; provides secretarial and administrative support to Department/School Committees and administrative staff; provides clerical support for the management and administration of Department/School budgets, programs and services; coordinates faculty appointments, renewals, tenure and promotion, leaves, and salary reviews; arranges travel; provides a range of secretarial and clerical support services for events, workshops, seminars, and special events; and prepares grant applications.

Qualifications

High school graduation and one year of post-secondary education or formal program equivalent including training in word processing, database, spreadsheet, and secretarial practices. 3 years minimum experience. An equivalent combination of formal education, certificate/program of study and experience is acceptable.

• Ability to take and transcribe meeting minutes with accuracy.
• Ability to exercise mature judgment and initiative.
• Ability to exercise tact and discretion when handling sensitive and confidential information.
• Excellent oral, written and interpersonal communications skills.
• Excellent organizational, analytical, and problem-solving skills.

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 temporary employees who belong in the Canadian Union of Public Employees (CUPE Local 3338):

• An additional 14% pay in lieu of benefits
• After 4 consecutive months in the position, pay in lieu of benefits is increased to 20%
• Hybrid-work program for eligible positions

Additional Information

The assignment end date is December 31, 2027.

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 facilitating accessibility within our application and interview processes. If you require any assistance or accommodations, please contact [e-mail].