Administrative Assistant - Faculty of Mathematics and Science at Brock University in St. Catharines, Main Campus

Job description

• Reporting to the Faculty Service Manager, the Administrative Assistant provides frontline service and comprehensive administrative support to faculty leadership, staff, and students. The incumbent ensures smooth day-to-day operations, effective communication, and administrative support for departmental activities. The incumbent acts as the first point of contact, addresses inquiries, supports administrative and operational processes, and assists with logistics while maintaining compliance with institutional standards

Responsibilities

• Provide day-to-day administrative assistance to academic leadership and faculty members;
• Coordinate communications, prepare documents and correspondence, and support scheduling needs;
• Act as a liaison between departments, and other units to facilitate effective administrative supports;
• Provide data entry and expense transactions processing, including reimbursements and purchasing records;
• Ensure timely and accurate recording of all financial transactions, submitting Finance/AP or through financial systems as appropriate;
• Review and process faculty and departmental travel and expense reports, including submissions related to meetings, conferences, luncheons, events, and recruitment activities;
• Maintain records, filing systems, tracking, and databases in accordance with privacy guidelines;
• Support student award processes and maintain accurate filing systems and databases;
• Assist with postings and contracts in Workday (e.g., TAs, RAs, overloads), ensuring compliance with collective agreements;
• Serve as the first point of contact for faculty, staff, and students, responding to inquiries and processing frequent requests;
• Manage generic email accounts, answer general questions, redirect inquiries, and provide accurate information to ensure timely communication;
• Schedule department and committee meetings, prepare agendas, and record minutes;
• Plan and manage logistics for events, workshops, colloquia, and conferences hosted by the program, including guest speakers, student research days, high school visits, and alumni events.
• undefined

Requirements

• Diploma or degree in a related discipline.
• The equivalent combination of education and experience would be considered;
• Experience in administrative or office support role;
• Proficiency with computer systems and software applications;
• Ability and willingness to learn and adapt to emerging technologies, including AI tools and platforms;
• Ability to maintain accurate records, including file retention and tracking;
• Excellent writing, grammar, editing, and proofreading skills;
• Promotes and embodies inclusivity and respect within the workplace and the broader community;
• Excellent communication and interpersonal skills;
• Ability to provide responsive and professional support to faculty, staff, and students;
• Works cooperatively with colleagues to achieve departmental goals;
• Strong organizational and time-management skills with attention to detail;
• Ability to maintain precise records and manages complex schedules effectively;
• Responds effectively to changing priorities and peak workload periods; and

Skills

Required

• Works cooperatively with colleagues
• Attention to detail
• AI tools and platforms
• Workday (for postings and contracts)

Benefits

• Job Grade H, Salary Scale ($46,099 - $63,950)*
• This position includes full comprehensive benefits including tuition waiver.