Job Location:
St. Catharines, Main Campus

This position is part of the

OSSTF (Employee Group)

One of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara, Brock University is an inclusive, welcoming campus community that offers a wide range of unique career opportunities for those with passion, energy and expertise. We’re looking for team members who want to help us continue to deliver an exceptional student experience, perform impact-driven research and generate life-changing breakthroughs for our world. Ignite new possibilities for your career. Break through at Brock.

Post End Date:

Note to all candidates: This posting will close at 12:01 am on the date listed .

March 29, 2023

A Day in the Life…

Reporting to the Chair, Department of Classics and Archaeology, the Administrative Assistant provides administrative, organizational, reception, and financial administration support for the department.

As the Administrative Assistant you will:

  • Process requests from other Brock departments to forward information via email (i.e., to department members, grad students, etc.);
  • Initiate and coordinate collection of course information from Chair in order to prepare academic timetable for the Registrar’s Office for undergraduate and graduate programs for Classics and Archaeology, as well as input of calendar changes for both undergraduate and graduate program changes;
  • Liaise with Registrar’s Office regarding deadlines for course composition forms, examination information, examinations, and calendar submissions, final examination papers and grade submissions, proctors for final examinations, courses to be subject to automatic deregistration, and individuals with signing authority in the department;
  • Collect copies of course outlines, final examination papers, and final grade submissions for Departmental Records (both undergraduate and graduate courses);
  • Coordinate faculty searches including setup of files, monitor application process involving acknowledging applicants, requesting missing referee letters, and acknowledging same, preparation of interview itineraries and coordination of such with other members of the Brock community; arrange hotel and travel arrangements;
  • Process contracts and timesheet authorizations for CUPE 4207 members, Research Assistants, and Research Fellows;
  • Collect copies of textbook adoptions forms and ensure all instructors completed their submissions (obtain desk copies for Instructors and Teaching Assistants as needed);
  • Maintain all room bookings for departmental spaces such as the department library/workroom, the Consultation Room, and Archaeological Lab;
  • Assist the Department Awards Officer in preparation and processing of awards (i.e., certificates, liaise with SAFA, purchase books for prizes, process society memberships awarded to students, etc.);
  • Process expense claims and contracts in Workday (Finance and HR); and
  • Prepare financial transactions such as purchase orders, cheque requisitions, deposits, transfers, and wire payments.

What you need to Succeed…

  • Post-secondary courses including computer applications, office administration, or related courses or the equivalent combination of education and experience;
  • Previous reception and administrative support experience, preferably in a University environment, with at least two (2) years of experience;
  • Solid computer competency including word processing, spreadsheet, database, Workday (Finance and HR), Adaptive Planning system, BrockDB, Brock Portal, Power BI, web applications and web maintenance, social media, internet search engines, graphics, and scheduling software;
  • Ability to maintain accurate records, including financial record keeping;
  • Excellent writing, grammar, editing, and proofreading skills; and
  • Flexible and adaptable with the ability to deal with a changing work environment.

Salary and Benefit Information

  • Job Grade H ($41,207 – $57,163)
  • This position includes full comprehensive benefits coverage and tuition waiver.  

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and: 

-Salary is therefore determined by the OSSTF Collective agreement. *   

-New members shall be placed on the salary grid at the entry level. * 

-It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants. 

Applicants are required to upload a resume and cover letter as part of the application process.

Brock University recently paused its COVID-19 vaccination and mask requirement although masks are still required in instructional spaces. This decision is subject to change on short notice should the public health situation require it. If the University once again requires all employees working on campus and/or in-person with other employees, students, or members of the public to provide proof that they are fully vaccinated against COVID-19, you will be required to submit proof of vaccination.  Those who meet specific and limited medical or human rights accommodation criteria may be required to participate in rapid antigen testing and enhanced screening protocols.

Brock University is actively committed to diversity and the principles of Employment Equity and invites applications from all qualified candidates. Women, Aboriginal peoples including those who identify as members of First Nations, Inuit and Métis Peoples, members of visible minorities and racialized groups, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ) persons are encouraged to apply. We will accommodate the needs of the applicants and the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the selection process, as outlined in the Employment Accommodation Policy https://brocku.ca/policies/wp-content/uploads/sites/94/Employment-Accommodation-Policy.pdf. Please advise: [email protected]  to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measures will be addressed confidentially.

It is Brock University’s policy to give consideration to qualified internal applicants.

We appreciate all applications received; however, only candidates selected for an interview will be contacted.  

Learn more about Brock University by visiting www.brocku.ca