Executive Assistant
3 weeks ago
The Executive Assistant to the Dean principally provides administrative assistance and support to the Dean, Assistant Deans, the faculty, and academic support staff in the School of Nursing (SON).
**Key Areas of Accountability**
**1. **Administrative Support**
- Provide confidential administrative services for the Dean, Assistant Deans, and faculty. Manage an overall welcoming, efficient and fully confidential office. Serve as the main SON liaison in the Nursing wing of the Neufeld Science Centre (labs, classrooms, equipment) with other University and non-university departments. Oversee the administration of keys issued to faculty, research assistants and staff. Other services include coordinating special events on and off campus, maintenance of SharePoint site, and maintenance of the Dean’s and Assistant Deans’ appointment calendars.
- Manage the SON administrative accounts. This includes budget administration, forecasting and review with the Dean, managing the monthly VENA, operating budgets, as well as monitoring and reconciling all other monthly operating GLs in the SON administrative account. Assist the Dean with the construction and maintenance of records for faculty workload points, part-time and overload stipend records, and to create budget projections.
- Manage the Dean’s and Assistant Dean’s faculty recruitment and personnel files and correspondence. This includes representing the Deans in correspondence with prospective faculty and Clinical Supervisors, managing a database to track past and prospective hires, setting up interviews, working with Provost Office to manage and track contracts for new hires each semester, and managing confidential employment files using secure digital storage methods.
- Assist the Dean and Assistant Dean in the coordination of SON educational and promotional events such as the annual new BScN student orientation, Pinning Ceremony, conferences, seminars, workshops, and fundraising events.
- Provide oversight of capital projects, including monitoring budget, working with contractors & maintenance, suppliers & distributors re: timing and project planning to ensure mínimal interference with nursing programs and other courses offered in Neufeld Science Building, researching, and recommending best sources and prices for equipment and supplies.
- Maintain SON websites and data management sites (TWU SON website, SharePoint, Clinical Supervisors Moodle site, Shared Drive, or similar electronic information management systems). Coordinate and maintain promotional materials, including electronic monitor display.
- Assist the Office of the Provost with projects/events for which the Office of the Provost provides a coordinating role, such as the management of course evaluations and graduation ceremonies.
**2. Instructional Support**
- Manage the construction of the course timetables each semester for presentation and review by the Dean and Assistant Dean. This includes the gathering of data from Course Coordinators, accurate on-line data entry, initial problem solving, the construction of a customized form, and negotiation for room assignments and course times as assigned by the Deans. Work with Clinical Supervisors to arrange space to meet with students for final clinical evaluations.
- Manage student recruitment, admission and advising records. This includes development and management of online fillable forms, providing information to interested students, supporting the Dean or Assistant Dean at Preview Days and O-Day, collaborating with Enrolment Management and the Assistant Dean re: new admissions, tracking file completion of admitted students (e.g., immunization, CPR, confidentiality agreement and other required records), serving on the Admissions and Progressions Committee, and maintaining current student records.
- Manage program evaluation reports. This includes assisting the Dean with development of annual graduate, post-graduate, and employer surveys, administering surveys, survey data analysis, and generating related reports. This also includes keeping student statistics for program evaluation and review.
- 3. **Faculty Support**
- Assist faculty (exam copies; equipment and supplies; Moodle set-up) and new personnel (arrange and orientate to office, equipment, supplies); set up meetings, taking minutes when required.
- Provide research support to faculty, according to priorities and parameters developed by SON Research Committee and approved by Dean.
- Duties and responsibilities that do not constitute a major change may be added, deleted, or changed at any time at the discretion of the supervisor, either orally or in writing._
**T**he Person*
- S**kills and Abilities**
- Strong interpersonal skills in relating to a broad range of faculty, students, prospective students, and the general public.
- Excellent written and oral communication.
- Superior organizational skills with initiative and independence to accomplish established goals, a keen focus on details a
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