Administrative Assistant to The Dean

6 months ago

Vancouver, Canada Emily Carr University of Art + Design Full time

**Job Title**
- Administrative Assistant to the Dean (Audain Faculty of Art)**Permanent Full-Time Position**

**8:30am to 4:30pm / Monday to Friday**
**(Telecommuting Options Available)**

**Pay Grade G ($58,094 to $62,134 per annum)**

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.- The Administrative Assistant works closely with the Dean to provide a range of administrative support and to serve as a liaison between the Dean’s office and all other offices and constituencies of Emily Carr University. In addition, the Administrative Assistant provides support to the Faculty on a variety of academic processes, including space allocation, curriculum proposals, and committees.**Some Typical Duties**:

- Acts as a liaison between the Dean and faculty, staff, students, and the public. Screens, handles, and refers inquiries as appropriate. Provides administrative support to the Dean, including managing appointment calendar, and coordinating travel and accommodation.
- Composes correspondence, financial spreadsheets, reports, project presentations, policies and procedures, and other communications for the Dean. Reviews and prepares forms (i.e. timesheets, RA hiring, grade change, field trip, and advising) for the Dean’s signature.
- Supports meetings and committees relating to the Dean by arranging meetings, collecting and identifying agenda items, recording and transcribing minutes, and following up on action items.
- Assists with budget by reviewing and preparing purchase orders, expense claims, guest artist forms, and credit card reconciliation.
- Assists in the coordination of external community partnerships and projects by preparing contracts, and student honorariums.
- Coordinates events hosted by the Dean and Faculty, including catering and facilities bookings.
- Prepares and disseminates information to faculty and seminar leaders, and provides help and guidance on policies and procedures, way finding, course and program information, and access to classroom supplies and storage.
- Assists in the coordination of space allocation by consulting with faculty and technicians, in identifying and notifying students of studio space eligibility, and the Dean in notifying regular and non-regular faculty of assigned permanent and term offices. Identifies and notifies students of studio space eligibility.
- Maintains and distributes an academic calendar of curricular activities, meetings, and event dates.
- Assists in the preparation of curriculum proposals by receiving proposals from faculty for Dean review and revision for approval by the Curriculum Planning + Review Committee (CPR) and Senate. Maintains and updates course log database and proposal archives.
- Assists in the coordination of student competitions with external businesses and organizations by preparing documents, notifying students of eligibility, assembling internal selection committee, and shipment of student work.
- Maintains and updates Faculty webpages, blogsites, and faculty bios and classification.
- Assists in the coordination of end of semester reviews, interim and final thesis reviews, and in collaboration with Student Services, admission interviews, admission portfolio assessments, and National Portfolio Day. Identifies, notifies, and schedules students requiring review, and faculty for panels.
- Manages the online course outline systems and maintains archive of course outlines. Provides outlines for curricular review, transfer credit, appeals, and advising.
- Manages exam archive, supervises student access to exams, and updates and orders exam booklets.
- Performs other related duties as required.

**Required Qualifications**
- Two Year Diploma in Office Administration or related field.
- Minimum three years relevant administrative experience within an academic or related office environment.
- Or an equivalent combination of education and experience.
- Excellent organizational, communication, and interpersonal skills.
- Demonstrated ability to work with initiative, both independently and as a part of a team.
- Ability to work under the pressure of constant high demands and deadlines.
- Ability to prioritize complex tasks with mínimal supervision.
- Demonstrated ability to exercise good judgement, tact, and respect for confidentiality.
- Ability to take and transcribe minutes with spee

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