Competition # 551

Administrative Assistant

We currently have an immediate opportunity available for an experienced Administrative Assistant to join our Physical Sciences Division. This division includes the following departments: Molecular and Materials Science, Nuclear Physics, Particle Physics, Science Technology and Theory, and, among other things, is responsible for scheduling experiments approved by TRIUMFs Experimental Evaluation Committee.

As Administrative Assistant, you will provide a variety of routine, non-routine, and technical administrative services to the Divisions Associate Laboratory Director and program committee members, and to other members of the division. In addition to regular services such as answering and screening calls, letter writing, setting up meetings, arranging travel, gathering information, preparing or distributing reports, greeting visitors, and being available and resourceful, you will provide support in a number of specific areas such as, but not limited to:

  • acting as administrative officer for various committees, and maintaining various webpages on the TRIUMF website
  • obtaining safety documents for all experiments and uploading to the experiments database application.
  • preparing semi-annual calls for beam requests and monitoring online submissions
  • acting as divisional resource for controlled documents, and for project gate review preparations
  • posting online divisional announcements
  • processing visitor information: approving online forms, providing letters of invitations, facilitating LMIA exemptions for foreign visitors
  • coordinating the administration of yearly divisional performance reviews
  • in collaboration with the HR department, acts as resource for the divisions research scientists search committees
  • assisting with any divisional related conferences, as required
As an experienced administrative assistant with strong secretarial & administrative skills, you will possess:
  • Effective oral and written communication skills which include proficiency working with English grammar, spelling and punctuation
  • A service-oriented attitude and a collaborate approach to working with colleagues
  • Ability to build and maintain effective working relationships
  • Strong organizational skills, independent judgment, confidentiality, time management, attention to detail, and flexibility to work with changing priorities under pressure
  • Excellent interpersonal skills, tact and discretion in dealing with a wide variety of people and personalities
  • Proficiency working with MS Word, Excel, PowerPoint, and Adobe Acrobat and the ability to utilize their functionalities (mail merges, formulas, macros, pdf fillable forms etc.)
  • Ability to learn specialized systems, including Agresso(ERP), Indico, Docushare, Google Calendar, etc
  • Basic HTML programming skills.
  • Database management skills which include a basic understanding of architecture application and querying
  • At least 5 years experience in an administrative assistant role, preferably in an academic, research, or university office environment and previous experience working in a fast-paced, project based environment, with emphasis on timeliness and delivery.
Must be legally able to work in Canada on a permanent basis (Canadian Citizen or Permanent Resident)

We offer a comprehensive benefits package, a competitive starting salary, and an excellent opportunity to enhance your administrative career portfolio in a high profile national research facility.

If this career opportunity excites you, tell us why in your cover letter. We want to hear from you!

TRIUMF is an equal opportunity employer committed to diversity in the workplace, and we welcome applications from all qualified candidates. Your complete application package should be submitted by email to recruiting@triumf.ca and will include the following in one complete PDF file:

Applications will be accepted until 2017-01-27

TRIUMF Human Resources, 2017-01-13

4004 Wesbrook Mall Vancouver, B.C. Canada V6T 2A3   ·   Tel: 604 222-1047   ·   Fax: 604 222-1074   ·   www.triumf.ca