Administrative Coordinator, Vice Dean Faculty
2 months ago
**Administrative Coordinator, Vice Dean Faculty Engagement**:
**Primary Purpose**: This position will provide confidential and high level support to the office of the Vice Dean of Faculty Engagement, with emphasis on the smooth functioning of the office related to cross portfolio projects and collaborative projects with outside agencies and a significant component of high level, multi stakeholder project management. The position requires timely and effective follow up and implementation of action items and decisions with mínimal direction. The position acts as the first contact point and a resource for queries, concerns and issues that come to the Vice Dean and provides expert triage in dealing with a broad spectrum of issues across all levels of the portfolio involving College of Medicine and University processes and policies, as well as outside agencies. At times, the Coordinator will communicate on behalf of the Vice Dean, often involving highly sensitive issues. This position will also liaise closely and provide support to other members of the Dean’s office.
**Nature of Work**: As a member of the Vice Dean Faculty Engagement team, the position will provide support to the College of Medicine’s leadership team. Reporting to the Executive Assistant to the Dean, with workflow directed by the Administrative Coordinator and Vice Dean FE, this position works under pressure in a fast paced and high volume office setting, dealing with competing deadlines, multi-tasking, multi-directional high stakes communication in a highly confidential environment faced with constant change and enhancement. Establishing and maintaining a high level of professional relationships which support exceptional collaboration and problem solving, and the ability to exercise professional judgement to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential for success in this complex position. Considerable discretion is a requirement, as this position is privy to, and handles highly sensitive and confidential information. Full discretionary decision-making is often required, and judgment is used to determine the appropriate guidelines and procedures. Impact of error is high, as the position is solely responsible to ensure day-to-day work is completed accurately and information provided to others, both on and off campus, is correct. The incumbent will be required to work in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions.
**Accountabilities**:
- ** **Effectively representing the College and Vice Dean in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
- Provide research, analysis and leadership support for all projects within the portfolio.
- Provide effective and efficient committee support to the Vice Dean and internal and external committees such as Faculty Council, departmental searches, departmental reviews and executive deanery searches.
- Strategically managing the Vice Dean’s schedule, establishing and enforcing standards which provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast paced and fast changing agenda of the Vice Dean.
- Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues, and effectively coordinating work across portfolios in emerging and innovative areas.
- Interacting collaboratively with senior leaders within the College, Dean’s office staff, senior administrators, other campus units and other organizations from outside the University in identifying issues, solving problems and making decisions.
- Ensuring priorities and deadlines are met, correspondence is handled accurately, efficiently, professionally and confidentially.
- Using judgement, confidentiality and discretion when handling sensitive issues.
**Qualifications**
**Education**: An undergraduate university degree is required. Training in project management would be an asset. A combination of education and experience may be considered.
**Experience**: A minimum of two years of progressively responsible experience providing support to senior level administrators (preferably in an academic healthcare/university setting). A background or experience in project management within an advanced education portfolio, as well as experience working in diverse and inclusive environments would be assets.
**Leadership / Vision**
- The demonstrated ability to build a shared, compelling and credible vision of the future, influencing people to ensure outcomes that support achieving the vision; applicable to all jobs at all levels; a culture of leadership._
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