Dean's Assistant

2 weeks ago

Barrie, Canada Georgian College Full time

**Dean's Assistant**

**(**Job Number**:42-24**)**

**Department**: Business and Management
**Campus**: Barrie
**Classification**: Support Staff
**Effective Date**: February 26, 2024 - March 28, 2025
**Salary Range**: $27.18 (start rate) - $32.24 (4-year rate)
**Hours Per Week**: 40 hours per week
**Status**: Contract (Appendix D)
**Posting Date**: February 6, 2024

THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE. Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

Located in Barrie and reporting to the Dean, the incumbent provides administrative support to the Dean and Associate Dean for Business & Management, Automotive Business programs. Additionally, the incumbent provides administrative support to Program Coordinators, Interim Academic Officer, faculty and students as well as the general day to day operation of the office. This position is five days a week on campus.
Specific duties include, but are not limited to:

- Book appointments, maintain, organize calendar and schedule
- Coordinate travel accommodations - provide extensive itinerary
- Manage files, records, setting up performance reviews (support, faculty)
- Set up selection committees - contacts applicants, arrange times, location, contact committee members, distribute material
- Liaise on behalf of Dean/Assoc Dean with staff/students as required
- Order office supplies
- Place work orders for work/repairs required in the main office area
- Prepare cheque requisitions, print shop requests, office supplies bookstore requisitions, food service requisition, room bookings
- Maintain current contact and distribution lists
- Organize various meetings for Business and Management, Automotive Business Administrators, staff and faculty as required
- Assist with student requests, feedback, complaints, academic misconducts and appeal processes
- Coordinate and organize meetings including producing agenda, taking minutes, distributing material, establishing meeting dates, follow-up on action items to assist others in meeting deadlines related to Program Advisory Committees, Student Engagement Council and student related events
- Provide back-up within department for vacation or absence of co-worker

**QUALIFICATIONS**:

- Successfully completed a two-year postsecondary diploma in a relevant field of study that may include, but is not limited to office administration (executive) or business
- Three years’ experience in an office environment providing administrative support services where duties included providing office administration support, project management and front-line customer service
- Experience researching, summarizing and analyzing data to support requests for information and special projects
- Experience providing secretarial and logístical support to diverse committees and initiatives
- Ability to assist with short, medium and long-term goal setting, track milestones of the team on behalf of the Dean and Associate Dean, report on progress and assist with implementing continuous improvement
- Experience with business plan development and monitoring in support of the Dean and Associate Dean
- Ability to critically analyze information, interpret requests and make decisions in accordance with prescribed procedures and practices of the organization
- Ability to prioritize and balance providing support to multiple stakeholders
- Computer skills and experience using Microsoft Office Suite (i.e. Outlook, Excel, Word, PowerPoint) ); SIS such as Banner to answer inquiries, prepare correspondence, track data, and draft presentations
- Demonstrated professional communication and interpersonal skills with the ability to interact with external clients as well as all levels of an organization with professionalism, diplomacy and tact
- Organizational and time management skills with the ability to manage a variety of projects / tasks simultaneously
- Ability to maintain a high level of confidentiality to assist the Dean/Associate Dean (i.e. reports, proposals etc.) and handle information with discretion
- Proven ability to work independently or within a team environment and self-initiate
- May be required to work flexible hours to support meeting or special events hosted by the Dean or Associate Dean
- May be required to travel to another campus in support of the Dean or Associate Dean
- Alternate formats will be provided upon request throughout the recruitment and selection process._

Georgian College has introduced FLEX Work for some positions. This position is not eligible for Flex Work and will be an on-campus position with no option for remote work.

Applications for this position will be received **by 11:59 p.m. on February 13, 2024. **While we thank all applicants, only those contacted for an interview will be acknowledged.

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