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Executive Assistant to The Dean

3 months ago

Oshawa, Canada Ontario Tech University Full time

**Executive Assistant to the Dean**

**Tracking Code: req1095**

**Faculty/Department**: Faculty of Engineering and Applied Science

**Number of Positions**:1

**Appointment Type**: Full-Time Continuing,

**Hours of Work**: 35 hours per week

**Salary Range**:Level 7 - Annual Hiring Salary, $56,356, with annual step progression in accordance with the Salary Grid.

**Posting Date**:April 23, 2024

**Closing Date**: May 6, 2024

**Job Summary**: The Executive Assistant, Faculty of Engineering and Applied Science provides efficient, professional and confidential, executive level support to the Dean. This includes managing activities that support the Dean’s role both internal and external to the Faculty and University. Duties are complex, varied and often of a highly confidential nature.

**Nature of work**:
Reporting to the Dean, Faculty of Engineering and Applied Science (FEAS), the Executive Assistant to the Dean is a strong, positive, collaborative and supportive presence for the Dean’s office, Faculty, Staff and the University. The complex and competing nature of the responsibilities involved in this role requires a highly organized individual who can set priorities, perform duties independently as required and also have the ability to work collaboratively in a team environment. The incumbent must possess a strong sense of initiative and decision making to investigate and resolve complex issues as they arise. Daily activities involve regular interaction with staff, faculty, executive offices, and high-level internal and external contacts, with exposure to confidential information requiring considerable use of tact, diplomacy, discretion and excellent judgement.

**Responsibilities/accountabilities**:

- Operates at the highest level of sensitivity and confidentiality about personnel and operational matters and effectively manages unique situations with discretion; maintain the Faculty’s confidentiality practices;
- Prioritizes and screens matters requiring the Dean’s attention. When appropriate, resolves issues/concerns and requests and composes responses for the Dean’s review. When appropriate responds on behalf of the Dean;
- Applies knowledge and continuously gathers priorities of the Faculty and the activities of the Dean to organize and coordinate a complex schedule. Assess, confirms and communicates importance of requests for meetings or changes in meeting schedules and coordinates the Dean’s calendar. Ensures the Dean is prepared with the appropriate materials for meetings well in advance;
- Coordinates Committee and Faculty Council meetings, including assisting in setting agendas; preparing meeting materials, takes and distributes minutes, and follows up on action items;
- Administers many highly-confidential internal processes including the career-progression processes for both Tenured/Tenure-Tracked and Teaching Faculty appointments;
- Maintains highly-confidential and sensitive information regarding the stakeholders of the Faculty and University;
- Assists the Dean with human resources and labour relations grievance processes;
- Review both internal and external correspondence; compose and edit responses, reports, and briefing notes;
- Coordinates Dean’s travel arrangements including managing registrations, accommodations, logístical arrangements, and preparations of itineraries;
- Tracks monthly attendance records for all administrative and managerial staff;
- Facilitates recruitment of faculty and staff, ensuring institutional processes are adhered to;
- Other related duties as assigned.

**Required Skills**:

- Attention to detail, confidentiality and the ability to manage high volume and multiple demands
- Extensive knowledge of university programs, systems, policies, procedures, governance and administrative activities;
- Demonstrated experience in problem resolution, using sound guiding principles;
- Foster and maintain a team environment;
- Superior organizational and time management skills and the ability to work well under pressure;
- Acts with integrity and maintains a high level of confidentiality;
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy;
- Intermediate in MS Word, Excel and PowerPoint

**Required Education**:

- Post-secondary education of two academic years or equivalent combination of education and/or experience
- Verification of Academic credentials may be required

**Required Experience**:

- A minimum of three to five years of experience in a senior administrative support role, preferably in an academic environment;
- Experience working in an administrative support role to a senior level is preferred;
- Administrative experience in an academic environment, including knowledge of university policies and procedures

**How to Apply**:
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for appl