Faculty Services Manager
1 week ago
Overview:
**Term: 18 months**
The Faculty Services Manager (FSM) is responsible for ensuring the accuracy and timeliness of appointments and academic processes for the Faculty of Engineering. This position independently supports governing and administrative councils and committees, and provides support to the senior management team for data management and integration across a wide range of functional areas. The incumbent provides confidential advice and guidance consistent with policies, procedures and best practice. The Faculty Services Manager provides institutional memory and stability, keeps record of the governance and administration of the Faculty, ensuring adherence to related policies, procedures and ensuring continuity between successive administrations. As a member of the Dean of Engineering team, the FSM works collaboratively with colleagues and provides support on administrative matters as needed.
**Responsibilities**:
Administration of appointment procedures and academic processes
- Is responsible for administering or overseeing all faculty and non-faculty appointments for the Faculty of Engineering including tenured, probationary, definite term, special lecturer, research, visiting, post-doctoral fellow and adjunct appointments; supervises appointment related paperwork (if work is done by others) and ensures accuracy and timely completion of the process
- Troubleshoots questions on appointment types, and makes recommendations to senior leaders
- Supports faculty recruiting efforts including managing Job Bank postings and acts as the liaison with Immigration Services on the hiring of foreign nationals
- Provides initial review of submissions to the University Appointments Review Committee (UARC)
- Supports the tenure and promotion process including committee membership, liaises with external examiners, prepares materials for distribution to the Faculty Tenure and Promotion Committee (FTPC) and University Tenure and Promotion Committee (UTPC), schedules meetings and records minutes
- Administers process for sabbatical and other leaves of absence
- Stays abreast of policies, procedures and guidelines on appointments and academic processes
- Provides coaching and support to administrative staff in the academic units (8) on the interpretation of policies, and administration of academic processes
- Prepares administrative appointments for senior leadership roles in the Faculty
- Acts as a resource within the Faculty of Engineering on the administration of all academic matters related to appointments, tenure and promotion, sabbaticals and other leaves
- Identifies opportunities to streamline existing processes; investigates and supports the transition from paper-based to electronic systems
Administrative support to governing council and administrative committees
- Provides professional support and guidance to various governing bodies and administrative committees including Engineering Faculty Council (EFC), Engineering Faculty Assembly (EFA), Chairs, Directors and Associate Deans (CAD), Academic Policy Committee (APC), Engineering Planning Committee (EPC)
- Prepares an annual schedule of meeting dates that align with EFC constitution and by-laws
- Ensures compliance with Faculty constitution and by-laws as it relates to EFC and standing committees
- Maintains the official record and electronic mailing list of EFC and standing committee membership
- Acts as Secretary to the EFC Nominating Committee and supports the appointments process for EFC and standing committees
- Initiates communication with departments and other Faculties to solicit members as required
- Provides professional support to various ad-hoc committees including Dean’s Staff Advisory Committee (DSAC), Honours and Awards Committee
- Supports Chair and Director Nominating Committees and related processes
- Oversees meeting logistics including room bookings, catering, etc.
- Prepares agenda and related materials for distribution to committee members, manages presentation needs, and related equipment
- Acts as recording secretary, distributes minutes, tracks and reports on progress of action items, and maintains the institutional record for the Faculty
Data collection, management and warehousing
- In collaboration with Academic Support Units, facilitates data integration across functional areas and different platforms
- As directed by the Executive Officer, implements the action plans resulting from the Faculty’s data strategy
- Supports senior staff on a variety of data needs including but not limited to data collection, management, warehousing
- Translates results of routine data analysis into reports and presentations
- Supports existing and initiates new datasets; maintains relevant data files
- Identifies system deficiencies and limitations; recommends areas of enhancement; manages security permissions with Engineering Computing
- Assists with various exports from the data warehouse; identifies, investigates and resolves dat
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