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Department of Human Resources
Service Excellence

Head Secretary '7' in the Department of Chemistry and Biochemistry

Job Posting Number: 2018-FT-23
Employee Group:
Closing Date: Thursday, May 24th, 2018 - 4:00pm


The Head Secretary contributes to the effective and efficient day to day operation of the Department through the provision of secretarial and administrative support to the Head, Undergraduate Chair, faculty, staff and students.


1. Provide administrative support and overall effectiveness to the Department Head, Faculty by scheduling appointments/meetings, handling phone calls, composing and typing of correspondence, preparing agenda for meetings, taking minutes of meetings and taking necessary follow-up action to identify and clarify decisions as well as providing guidance on completing documents and following processes (e.g. P&T).

2. Provide front line reception and first source of contact for visitors.

3. Arranges for travel and hotel accommodations, maintains the booking of meeting rooms, set up for defences, seminars, boardroom, catering, parking and any equipment required.

4. Assists in collection and compilation of content of statistical reports for IQAP & CSC (program accreditation).

5. Assist the Head with preparation of Teaching Loads for faculty and sessional instructors.

6. Schedules meetings for students with Head, compiles confidential documents for student matters for Head’s signature (i.e. academic misconduct issues), collects and reviews applications to ensure necessary documentation is included.

7. Assists the Head in finalizing the course offerings, consults with faculty members and works to resolve scheduling conflicts with the Registrars. Submits course proofs and completes change in timetable forms when adjustments are required.

8. Assist in maintaining departmental website.

9. Responsible for receipt of confidential exams and storing in secure location, coordinates on site make-up exams/tests by scheduling time, rooms, notifying students, arranges for invigilators.

10. Assist the Head and Faculty in preparation and completion of documents for UCAPT Contract Renewal, Promotion and Tenure and or Sabbatical committee.



• Diploma in office administration and/or experience in an administrative support position as it relates to the duties of the position

• Able to work independently with minimal supervision, good organization skills, prioritize work, take initiative, problem solving skills, ability to multi-task, maintain confidentiality

• Excellent written and oral communication and interpersonal skills are required in dealing with a broad range of diverse individuals including Students, Faculty, and Staff in a professional manner

• Familiarity with on-line data base applications (i.e. SIS and E-Grade), proficiency in Microsoft Office Applications (i.e. Excel, Word), use of electronic mail and the Internet are required

• Ability to take minutes

• Familiarity with website maintenance (Drupal)


MS Word (Basic Level), MS Excel (Basic Level); Typing


Knowledge of University financial and academic policies and processes including Senate Bylaws and faculty collective agreement where applicable (i.e. PTR, appointments, FIPPA)

Internal Candidates Only

Bargaining unit members interested in these positions are requested to apply electronically by completing an 'Application for Transfer' form and forwarding it to: on or before Thursday, May 24th, 2018 - 4:00pm (the posting closing date). CUPE 1393 members must also include a cover letter and resume.

Please note: Union positions are covered by the union collective agreement, therefore, please be aware that we must allow our qualified unionized staff the first opportunity for transfer or promotion to these positions. This opportunity is not available to external applicants.

In pursuit of the University of Windsor’s Employment Equity Plan, members from the designated groups (Women, Aboriginal Peoples, Visible Minorities, Persons with Disabilities, and Members of Sexual Minorities) are encouraged to apply.  If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator (staff positions).

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