BKC Administrative Assistant, Faculty of Science

**Description** The **Department of Earth, Energy and Environment** in the **Faculty of Science** invites applications for a **BKC Administrative Assistant**. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension. The position reports to the Canada Research Chair Tier II (Indigenous Science and Sustainability Science), Faculty of Science, Department of Earth, Energy, and Environment. Funded by Braiding Knowledges Canada (BKC), the Indigenous Science Research and Training of Scholars project's purpose is to i) support the initiation of the first Master in Indigenous Science program we are aware of, and ii) engage early career researchers with communities in the braiding of Indigenous Science and Western Science. **Summary of Key Responsibilities** (job functions include but are not limited to): Administrative Support: * Provides logistical support to the BKC Indigenous Science Research and Training of Scholars project. * Assists the project team in processing requisitions, payment requests, expense claims, etc. * Provides occasional support for financial procedures, reports and processes. * Establishes and maintains effective and diplomatic working relationships and communication with project stakeholders, both internally and externally. * Answers telephone calls and emails, taking necessary and appropriate action. * Keeps shared folder files up to date and provides access to team members. * Maintains the project's reporting schedule and circulates deadline reminders. * Books meetings and maintains calendars as required to facilitate team coordination. * Drafts communications materials as required. * Maintains inventory log. * Supports team with event planning and execution. * Other duties/tasks as required. Scheduling Project Team meetings: * Sends out Doodle polls to determine meeting times as needed. * Contacts team members and prepares meeting agendas as required. * Finds and books meeting rooms on campus as necessary. * Sets up audiovisual equipment for online and in-person meeting attendance when required. * Prepares and distributes meeting notices, reminders, agendas and materials. * Takes minutes during meetings and drafts action items, ensuring appropriate follow-up. * Archives meeting minutes in a shared folder for easy access. **Qualifications / Requirements:** * A minimum of 2+ years of progressive administrative experience is required, or a combination of relevant work experience and formal education. Graduate students with prior administrative experience on campus are welcome to apply. * Must have diploma, degree or essential training and qualifications in skills required. * Minimum 5 years experience in financial management: writing reports, reconciliation, tracking payments, etc. * Proficient knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneDrive), Zoom and web navigation required. Experience using University