(A-ea) to The Dean of Humanities/social Sciences
3 weeks ago
_Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons._
**Job Title: Academic Executive Assistant (A-EA) to the Dean of Humanities/Social Sciences & Cross-Cultural Studies**
- Administration _
**Position Status**:Permanent, Full-Time
Non-Union
**Department**: Department of Humanities/Social Sciences & Cross-Cultural Studies
**Supervision Received**: Dean of the Faculty of Humanities/Social Sciences & Cross-Cultural Studies
**Location**: Sault Ste. Marie, ON
**PRIMARY FUNCTIONS**:
A. Faculty Dean Support 50%
B. Faculty Support 40%
C. Office Administration 10%
**TOTAL 100%**
The Academic Executive Assistant (A-EA) to the Dean of the Faculty of Humanities/Social Sciences and Cross-Cultural Studies manages the day-to-day operations, and acts as the first point of contact for, the Faculty Dean’s Office, to ensure professional and exceptional delivery of academic programs, including Faculty collective agreement (CA) responsibilities, support for academic unit responsibilities, and student concerns/complaints/appeals. The A-EA manages the operational functioning of a broad scope of academic project initiatives, including associated budgets, to a standard that meets regulatory (Ministry of Colleges and Universities, Board of Governors, Senate, etc.) requirements.
**RESPONSIBILITIES**:
**Faculty Dean Support (50%)**
- Proactively manage the day-to-day operations of the office through proper identification of business needs and prioritization of critical (high-risk) issues; inform and prepare the Faculty Dean on upcoming situations/demands, where briefing is required; anticipate and mitigate emerging issues/risks that impact Faculty, students, and stakeholders as represented by the Office of the Faculty Dean.
- Initiate and compile research/data collection for assistance in reporting/planning, compliance with policy/procedures, etc., consistently staying well-informed on collective agreements, policies, procedures, regulations, and academic initiatives (as applicable to the Faculty).
- Act as a confidential sounding board to the Faculty Dean and provide pertinent guidance when needed.
- Assist with the organization of New Faculty Orientations and mentoring in accordance with collective agreements.
- Liaise with the e-Learning staff and external support services to provide ongoing communication to Faculty regarding Online and Technologically Assisted course delivery.
- Advise and assist the Faculty Dean in the development of academic budgets which can include ad-hoc, collaborative partnership, and project budgets, as required. Coordinate and monitor budget transactions within the scope of authority and resolve issues as they arise. Analyze budget reports to ensure accuracy and to forecast future expenditures and/or savings.
- Plan and coordinate all travel arrangements, conference registrations, and itineraries for the Faculty Dean (and guests, as requested) and prepare all necessary travel documentation for authorization, reimbursement claims, and credit card reconciliations as per university policy and procedures.
- Oversee and coordinate the Marking/Grading stipends and part-time/casual student/employee recommendation and hiring processes in close collaboration with relevant academic departments, and the departments of People and Culture and Innovation & Technology.
- Manage the relevant parts of the academic dishonesty policy process and liaise with Faculty Chairs, students, student unions, Ombudsperson, and the Senate Appeals Committee in terms of the grade and academic dishonesty appeals as well as the academic complaints process.
- Assist the Faculty Relations Officers with part-time instructor hiring processes as needed.
**Faculty Support (40%)**
- Provide advice, guidance, and direction to Faculty members, Department and Faculty Chairs based on knowledge/interpretation of institutional policy, procedures, guidelines, full-time and part-time collective agreements, and Senate policies and regulations.
- Liaise with Department and Faculty Chairs to ensure understanding of their responsibilities related to both Faculty collective agreements, including implementation of Senate policies, training, and understanding of other duties, such as Part-Time Appointment Committee process, Right of First Refusal evaluations, etc.
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